Automatic capture
of external documents

Accelerate accounting processes and thereby gain valuable working time.

Time saving and reliable
Capture and post external documents automatically.

We talk with digital assistants, our cars park themselves and our houses control the heating and light. Automation has become as much a part of our daily lives as electricity. In the world of accounting, the processing of incoming documents can also be automated.

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Delivery notes

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Invoices

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Payment advice notices

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Sales orders

Import documents

When you receive paper delivery notes, invoices, remittance advice notices or sales orders by mail, simply run them through your document scanner. If your external document is already digital, you can import it straight into your file inbox.

Capture documents automatically

You’ll find all imported documents in the mailbox of SAP Business One. From here, simply select the documents that you want to capture automatically. You simply the type of document (delivery note, invoice, payment advice notice or sales order / purchase order) and start the recognition routine.

Post SAP documents

During recognition, an SAP document is created and filled automatically with the corresponding values – something which you previously had to do manually. If a previous SAP document is found (e.g. a delivery note that was entered with an invoice), this is linked and reconciled automatically. Any deviating values or prices are highlighted and can therefore be checked immediately.

The correct document type
Processing article documents and service documents

Different processes are triggered depending on the type of document. In SAP Business One, there are article documents and service documents. If physical goods are delivered, the level of stock is also increased. If it is a service that is delivered, this is posted to the account of the corresponding vendor. This distinction is also made when capturing external documents automatically.

PAPER DOCUMENT

When your vendors send you a traditional letter by mail.

PDF FILE

More modern but still not an electronic invoice: the PDF via e-mail.

e-Invoice

An e-invoice or electronic invoice either with or without embedded invoice data.

Prepared for everything
One Add-on for all common formats

Even though many businesses use computer-supported inventory management, the sending of invoices etc. is not always done electronically. Regardless of how you receive external documents, CKS.DMS ADC enables you to capture them automatically in SAP Business One. And we will always support future formats.

Test with your own documents

When all's said and done, recognition must work with your documents. Convince yourself and see how quickly and reliably your external documents can be captured.

Identify SAP base documents

Does the delivery match your order? Have the agreed prices been calculated? During automatic processing the corresponding base document is retrieved, recognised, reconciled and linked to the newly created document. This allows you to check incoming documents immediately. This assignment also works with collective invoices and part deliveries.

Powerful performance
Overview of key functions

Lieferscheine

IDENTIFICATION OF VENDORS

For an exact assignment of vendors, various parameters on the delivery note are checked against the master data in SAP Business One.

CAPTURE OF DELIVERY NOTE ITEMS

The individual items of the delivery note are identified and transferred to the SAP document.

RECOGNITION OF ARTICLES

Delivery note items are checked against the article master data in SAP Business One and the inventory is increased correspondingly.

SAP BASE DOCUMENTS

If document chains can be identified in SAP Business One (e.g. purchase order to delivery note), these are linked and reconciled automatically.

DEVIATIONS FROM BASE DOCUMENTS

When a base document is identified, any deviating values are highlighted and can therefore be checked before posting.

Rechnungen

IDENTIFICATION OF VENDORS

For an exact assignment of vendors, various parameters on the delivery note are checked against the master data in SAP Business One.

CAPTURE OF INVOICE ITEMS

The individual items of the invoice are identified and transferred to the SAP document.

RECOGNITION OF ARTICLES

Invoice items are checked against the article master data in SAP Business One and assigned accordingly.

FREIGHTS

Article freights are transferred automatically to the SAP Business One freight module.

TERMS OF PAYMENT

The terms of payment for the invoice can be identified and processed in the SAP document, even if they are different from the terms that are pre-configured for the vendor.

ARTICLE DOCUMENTS AND SERVICE DOCUMENTS

The vendor is used to distinguish between article documents and service documents. The relevant G/L account is then used for posting.

MULTIPLE G/L ACCOUNTS

Service rows such as handling fees or customs are analysed and assigned to the relevant G/L account.

SAP BASE DOCUMENTS

If document chains can be identified in SAP Business One (e.g. purchase order to delivery note), these are linked and reconciled automatically.

DEVIATIONS FROM BASE DOCUMENTS

When a base document is identified, any deviating values are highlighted and can therefore be checked before posting.

Zahlungsavise

SAP BASE DOCUMENT

The invoices that are itemised in the payment advice are identified and used for posting.

AMOUNT CONTROL

If an invoice value does not match a value in the payment advice notice, this document (and item) is highlighted.

PAYMENTS ON ACCOUNT

If no document exists in SAP Business One, the amount is posted automatically to the vendor or debtor account.

INTERIM POSTINGS

Depending on the individual workflow, postings can be made to an interim account. This is then compared later with the bank.

COLLECTIVE POSTING OVERVIEW

All transactions are summarised in a clearly laid out log. Any deviations are highlighted and can therefore be identified immediately.

Kundenaufträge

IDENTIFICATION OF DEBTORS

If a customer’s purchase order is made without an order confirmation, the debtor is identified and assigned using various parameters in the SAP master data.

CAPTURE OF PURCHASE ORDER ITEMS

The individual items of the purchase order are identified and transferred to the SAP document.

RECOGNITION OF ARTICLES

Purchase order items are compared against the article master data in SAP Business One and transferred to the order.

ORDER CONFIRMATIONS

Own order confirmations are recognised when returned by unique barcodes (QR codes) and assigned automatically to the base document quotation.

Propose a new function!

Tell us which additional functions you would like. Individual adjustments are something we are always willing to accommodate.

Prices and implementation

Nobody knows your SAP Busienss One better than you and your SAP partner. And because our add-ons should fit perfectly into your infrastructure and have to implement your requirements exactly, we always work with your SAP partner.

Please ask your SAP partner directly for prices!

Register for an online LIVE demo

Find out more about CKS.ADC. See for yourself how documents can be captured, checked and posted in an SAP Business One environment.

FAQ
Frequently asked questions

Is it easy to learn new documents?

A new vendor, a new document and a simple learning process. When employees in accounting can learn a new document themselves in just 60 seconds and without the help of a programmer, then we truly mean it is a simple learning process. Discover the documents that you can learn in our instructions (deeplink or specification of title, page, paragraph…)

How high is the rate of recognition?

In general, after three days of setup, between 80% and 90% of documents can be recognised, processed and assigned without errors. In most cases, this rate of recognition is sufficient for efficient document capture. However, it’s no problem if you need a higher rate of recognition. Up to 99% is possible, but only with disproportionately high set up costs. We always advise that you check whether additional costs are economically viable.

How long do I need to plan for implementation?

The introduction of automatic document capture can take weeks and months of planning. Before we begin implementation, we will work with you and your SAP partner on the exact requirements. The setup time itself usually takes about one week.

Still have questions?

Send us your questions using the form or give us a call.