Sorting invoices: Overview
Kofax ReadSoft Invoices can automatically sort invoices by buyer, supplier, country, and invoice type. Sorting reduces the scan operator’s manual work and automates invoice routing. When the buyer and invoice type are identified, Kofax ReadSoft Invoices knows which invoice profile to use to process the invoice.
- Buyer (legal entity) identification – Kofax ReadSoft Invoices can automatically search for and identify buyers on each invoice, after you create a buyer registry by importing master data.
- Supplier identification – Kofax ReadSoft Invoices can use bank account numbers on an invoice to identify the correct supplier in the supplier registry, which is created by importing master data.
- Country sorting – Kofax ReadSoft Invoices can automatically recognize an invoice ’s country of origin by identifying the supplier. Using this information, you can create inbox folders that organize invoices by country. Invoices can also be routed and verified according to the country of origin.
- Invoice classification – Kofax ReadSoft Invoices can differentiate and sort general expense invoices (GE), purchase order invoices (PO), and credit notes.
Each buyer has a corporate group ID, and this affects the rest of the process.
In a typical Kofax ReadSoft Invoices installation, you have an invoice profile for each country and invoice type. You usually have a different buyer for each country. You use the buyer and supplier registries for identification, and you configure the inbox to sort invoices by buyer, country, and invoice type.
If Kofax ReadSoft Invoices cannot find a matching invoice definition, it tries to identify the supplier.
Only suppliers with a corporate group ID that matches the one associated with the identified buyer are considered.
Kofax ReadSoft Invoices uses buyer and supplier information to determine the invoice's country of origin. This narrows the selection of possible invoice profiles to use even further.
If there is more than one invoice profile left to choose from, Kofax ReadSoft Invoices searches for other key fields to determine the invoice type and interprets the invoice with the correct invoice profile.
A new invoice definition is created, and the invoice is sent to the Verify inbox.