If you want to process invoices Touchless, it is important to set up the Spend Cloud as smartly as possible. This means not only good agreements with the supplier, but also the use of certain settings in the Spend Cloud itself. The ultimate goal is to minimize the number of manual actions, so that invoices can be processed automatically (touchless) by the Spend Cloud.
How can I make the right choices based on data to have invoice fields filled automatically?
If you have requested the Time saving analysis, this is already a great basis for optimizing through data. In this document you can see which fields of the invoice are often changed and what the final value is. This document gives an overarching insight, because you will see all changes on all invoices of the past 91 days.
If you want to have an overview of one specific invoice. Then you can find this data on the Coding and Archive page in the Spend Cloud. By selecting an invoice you can see the buttons:
Automatically filled values: This is available for both head encoding and rule encoding. Here you can see why a field value is filled in and by which method. Automatic processing: Here you can see what you still need to optimize to have an invoice processed automatically. Last changes: This button can only be seen in the invoice line. This button gives you an overview of all changes that occurred when a field is updated.
I have the data, what next?
There is a lot of data available and it is not always easy to interpret the data. For that reason, we have created a checklist to easily find out which steps you can take to have a field automatically filled by the Spend Cloud.
For example, you can see from the data that the 'Amount field' is often changed. Then it will not be read well from the invoice. You will then look up this field in the checklist and here you will see that the first optimization step is to check the amount from the order. It is best to invoices based on an order. Then match it and have the invoice automatically approved based on the order. If your environment does not have the Procurement module, the next optimization step applies. Namely to contact the creditor with the request to send an XML invoice from now on.
Download the Optimalization checklist for invoice processing below in the attachment.
View the theme webinar explaining the Optimization checklist here.