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Electronic Data Interchange

Integrating Invoices

Automating the billing process is a strategic element that can achieve savings of up to 90% compared to managing these documents manually.

The volume of payable invoices often handled by accounting departments calls for measures to optimize the operations associated with revision, validation, registration and payment to the supplier. These are key tasks for any purchasing department, since management efficiency depends on them.

Likewise, invoice issuers have to devote costly resources to critical aspects of the commercial process such as checking deliveries and periodic billing for clients, as well as the manual tasks of printing, enveloping, stamping and sending. Other tasks also require regular follow-up to check receipt of the invoice on arrival and its status in the Accounts Payable Department.

Integration of electronic invoices lets you automate almost all of these steps, providing great competitive advantages for senders and receivers that translate as better management efficiency ratios, and consequently in significant cost savings.

HOW DOES YOUR EDI SOLUTION INTEGRATE INVOICES?

If you are an invoice receiver

  • Your EDI solution receives the invoice issued by your vendor
  • It is submitted to a mapping process, creating a data file which can be integrated with your ERP
  • Data travels to your home network securely, and the invoice is recorded in your management system
  • Automatic recording of the document in your ERP and extraction of key data make it possible to compare and validate it with other documents already recorded as orders or despatch advices
  • If the validation process is successful, your system will flag the invoice as ready for payment, after which a confirmation message can be automatically sent to your supplier’s EDI solution
  • In addition to the invoices issued by your vendors with an EDI solution, you can also integrate the bills sent by others without this type of technology. Please consult our Accounts Payable solution.

If you are an invoice sender

  • You create the invoices in your ERP.
  • Your EDI solution takes the data from these documents and subjects them to a mapping process to adapt them to the structure your customer expects to receive.
  • Your EDI software acknowledges the invoice to the addressee and sends the bill automatically through the established communication channels.
  • Your supplier receives the invoice and it is automatically integrated in their management system.
  • You receive notification that the document has been processed. On the other hand, if any errors occur, or the waiting time for the document to be treated exceeds the period anticipated, alarms are sent to notify you.
  • If you have an EDI solution, you may issue 100% of your bills electronically and send them through these channels even to those clients without this kind of technology. Please consult our Invoice Publication Solution.

Advantages

  • Eliminate the use of paper in your business transactions
  • Improved information processing
  • Reduced administrative and operational costs
  • Reduced response times
  • Increased profitability

News

05/10/2018

EDI as a tool for change for the shipping and port industries

The use of standards like EDIFACT, X12, SML, etc., lets all the parties involved exchange transactions through secure message transmission designed for automatic integration in management systems.