Exploring Accounts Payable Automation and E-Invoicing Linkages – Entering, Validation and Matching

The next element of accounts payable (A/P) automation involves entering, or ideally the automatic entry, of information. As with receipting in the A/P automation process, e-invoicing can enable pre-validations to occur before information hits a buyer system. Many of these include activities that can also be streamlined based on pre-systems routing and validation from e-invoicing programs.

Key activities here include:

• Input of invoice data into payables system including summary invoices
• Receipt and purchase order downloads for 3-way or 2-way match
• Account downloads from the ledger to the accounts payable system

Next up are validation and matching. These steps include many activities that can also be streamlined based on pre-systems routing and validation from e-invoicing program steps such as:

• A/P verification and approval
• Manual processing of rejected items
• Management of tolerance policies
• PO conditions established by buyer or contract
• System matches line items
• Exceptions reported
• System provides option for early pay
• System takes discounts where appropriate
• Payment authorization

Pre-validation, validation and matching are key to both A/P automation and e-invoicing programs. For further background on the topic, we encourage you to download the paper, Understanding How E-Invoicing Fits, from the Spend Matters research library. (Note: The paper is available for free download for a limited period of time.)

This article leverages content and ideas from the Spend Matters Perspective: Understanding How E-Invoicing Fits. Authored by Spend Matters Founder and Managing Director Jason Busch, with input and guidance from Trade Financing Matters’ David Gustin, it provides a foundation for organizations considering or already putting in place ane-invoicing or purchase-to-pay (P2P) program.