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Time for Digital Order in Invoicing

The workflow and approval of purchase invoices are critical cash flow processes in any organization. Companies that process thousands of invoices, in particular, require a tool to systematize and streamline this process. Eliminating paper document circulation is another key benefit. Rockawork offers a comprehensive and flexible solution that supports document digitalization, archiving, and workflow, including the management of an unlimited number of purchase invoices.

For Users

Users log in to the system via a web browser (currently, SAP ECM operates on Edge, Firefox, and Chrome, across all operating systems where these browsers are available, including Windows 10). A flexible permission system allows for easy assignment of access to data and processes, based on selected criteria (e.g., invoice value, document type, or role within the company structure).

By default, the user interface allows selection of Polish, English, and German language versions (the system is prepared for adding additional languages).

In the latest version of the solution, significant attention has been given to user experience. The user interface is clear and intuitive. The left-hand sidebar provides quick access to selected processes and documents. It includes the following tabs:

  • Task List (e.g., invoices for approval),
  • Document Preview (with advanced filtering options),
  • Document Creation,
  • View Builder,
  • Repository.

The system includes easily accessible filters that facilitate quick document searching. Users can define their own criteria for displaying documents. When processing a document (e.g., approving or rejecting an invoice), the user works with a clear form, and the electronic image of the document is always visible.

A new and significant convenience is access to a graphical illustration of the process. By switching to the diagram view, users can at any time check the workflow path for a given document and its current stage.

Invoices in Rockawork

Let's trace a model invoice workflow for a simple, two-stage approval process and SAP integration. Three systems are involved in this process. Rockawork is the main engine. A solution is also needed to read invoice data (OCR) and send it to ECM; as an ABBYY partner, we recommend the ABBYY FlexiCapture tool. Finally, the processed and approved invoice goes to the SAP system for posting.

Data from the digitized invoice is read using an OCR system (vendor data, invoice amounts, invoice items, payment terms, etc.), followed by export (of individual documents or in bulk) to Rockawork. A specially prepared workstation for processing paper and digital documents enables a seamless transition to an exclusively digital version of documents.

Documents imported into Rockawork appear on the task list of the user responsible for the invoice and its cost. The user sees the electronic document automatically populated with OCR data, along with a preview of the invoice scan. During the verification stage, the user completes data required for subsequent process steps or makes changes, and can also add an invoice description or comment. In an extended scenario, full cost allocation and preparation of the invoice for posting are possible, which requires adding additional process steps and fields to the form. The system allows for a quick preview of the invoice directly from the task list, without needing to open individual documents. Invoice approval triggers the process of sending it to the next stage. This might involve verification by department directors for high-value invoices. Such decision thresholds can be easily set and configured, depending on needs, at the level of the entire organization, individual departments, or even the invoice payment currency.

Verified and pre-approved invoices proceed to second-level approval. In a two-stage approval process, this task typically falls to managers or department directors. Approval of the document at this level results in its submission to the accounting department for accounting verification.

At this stage, accounting verifies the prepared accounting entry and completes the data required for correct creation of the accounting document in SAP. Based on process data, a financial document is created manually, or the invoice is sent directly to SAP using a solution prepared by SNP (appropriate SAP licenses are required). After initial entry into the system, SAP users can view the invoice scan without needing to log into ECM. Invoice documents (both approved and rejected) are sent to the ECM archive, where they can be filtered based on selected parameters. At any stage of task execution, the user can view a diagram showing the current stage of the process. ECM allows for setting up substitutions and escalating the process if a set deadline is exceeded. The invoice approval process can be freely configured. Typically, the implementation of the process is preceded by a business analysis, which defines its course. During the analysis, process actors are defined, most often these are individuals from the organizational structure, which reflects the current or target company structure.

View Builder

The View Builder tab is where workflow processes are designed and modified (administrator privileges are required). The process modification creator is intuitive to use and does not require programming skills. The system supports process building using BPMN notation. Any change in the process (e.g., adding a new approval level for invoices exceeding PLN 1,000) is performed from the diagram, by “drawing” subsequent steps and defining their values and recipients (or groups of recipients).

Effective Invoice Management

Without Content Management tools for storing electronic documents and workflow solutions handling document circulation and business processes, it is difficult to imagine effective management of purchase invoices, especially in companies that receive hundreds, or even several thousands, of them monthly.

An intuitive interface, a system engine ensuring the handling of a large volume of invoices, the ability to flexibly and quickly modify processes according to changing business needs, and easy access to an electronic document archive are the main advantages of Rockawork.

Implementation in a few weeks, instead of months.

Today – meeting.

In two weeks – a prototype.


Another two – launch!

Today

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