How to have more automation in processing of PO invoices? How to increase the touchless rate for POs?
Enhancing automation in PO invoice processing can significantly speed up invoice processing and help you fully leverage Dooap's capabilities. In this article, you'll find practical tips to increase the automation rate for PO invoices, improving efficiency and reducing manual intervention.
Cleaning Master Data
The master data should be updated regularly to enhance the touchless processing of PO invoices. Managing the master data is done in D365.
Vendor Data
Ensuring accurate vendor master data is crucial for improving vendor recognition, which directly impacts the success of automated processing. If the vendor is not recognized, PO invoices can not be processed automatically.
- Remove duplicate vendors.
- Ensure vendor names match the names as they appear on invoices.
- Regularly update vendor information as necessary.
Price Lists
Ensure that price lists are up to date to improve touchless processing of PO invoices.
1-1-1 Rule: Invoice - PO - PR
The 1-1-1 rule suggests that for optimal automation, each invoice should ideally be matched to only one purchase order (PO) and one purchase receipt (PR).
Automated matching in Dooap is more consistent and efficient when a single PO and PR are associated with each invoice.
While this may not always be feasible, it is worth discussing with vendors, as it significantly enhances the automation level in your invoice processing.
Avoid consolidated invoices (one invoice covering an entire month's worth of orders), as they increase the likelihood of mismatches. Any discrepancies can hold up large payments, potentially straining vendor relationships.
Creating PRs on Time
It is suggested that PRs would be created in a timely manner, ideally before the invoice is received in Dooap.
This allows for automated matching of the PO and PR when the invoice arrives, reducing the need for manual intervention and enabling automation in the invoice handling process.
Please also check our article on the "Waiting for PR" status, which covers situations where the PR has not been created before the invoice arrives but still allows for automated processing. This feature can be enabled through Dooap support.
Including Charges to POs
Including freight and other general charges in POs allows for automated processing, eliminating the need to add these charges manually.
Receiving Invoices as eInvoices
Data transfer is more reliable with eInvoices, as there’s no need to interpret information from various document templates. Each piece of information is clearly defined in specific elements within the XML file, from where it is transferred into Dooap.
When all necessary data is consistently transferred to Dooap, the level of automation in invoice processing improves significantly.
If you are interested in implementing eInvoices, contact Dooap support via email support@dooap.com.
Optimize Your AP Process
Instead of simply filling in missing information, investigate the cause of the blanks and address the root issue. Making necessary adjustments—such as updating master data—will enhance automation and improve future processing.