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Scope Systems Parked Invoice System

The Parked Supplier Invoice Approval System is a Pronto Xi enhancement created by Scope Systems that provides you with additional functionality by adding the ability to edit and include an approval process for invoices.

Our Parked Supplier Invoice Approval System allows you to enter invoices, store the entered invoices into a repository (park) and then approve the parked invoices without using a 3rd party automation software. We have also added the ability for the parked invoices to be used to trigger approvals workflows where required before being posted.

It is a preferred alternative to the standard Pronto Fast Supplier Invoice entry with the parked invoices screen acting as a repository for supplier invoice information that, for some reason, will not validate and requires user intervention. i.e., invoices where the processing cannot be fully automatic.

Our Parked Invoice System provides additional value by:

  • Streamlining the entry of invoices
  • Storing your invoices in a repository
  • Running validation
  • Launching invoice approval workflows before posting
  • Email automation (similar to PRAS)
  • Allowing for the approval of both quantity and price differences between invoice and purchase order where there is no 3-way match

One of the key features of the system is that it generates emails to alert changes and approval requests similar to the Scope Systems Purchase Requisition Approval System (PRAS) with no requirement for third party software.

From these email alerts you can:

  • Allow approval of direct supplier invoice and credit notes
  • Reject invoices on the system
  • Request information in relation to invoices
  • Store responses as notes relating to the parked invoices to facilitate the approval process

Let’s get technical…How does Scope Parked Invoices actually work? 

In essence, when a new supplier invoice is entered, it is stored in a register and set to “pending validation”. 

Invoice Entry can be through the use of an API AP/OCR product that will load header and detail, through spreadsheet import, or via manual entry.

The validation process ensures that data recorded meets the requirements of the system.   If valid it is set to “pending approval”.  The approval process workflow initiates the authorisation to post the invoice.

Enter Invoices 

When a new supplier invoice is entered, it is stored in a register and set to “pending validation.”

Validate

the invoice is validated using predefined methods. If valid it is set to “pending approval”.

Approve 

The defined approval workflow kicks off ensuring that the invoice is authorised to be posted. 

What are the benefits of Scopes Parked Invoice Supplier Approval System?

Scope Systems Parked Invoice System has many benefits from streamlining administrative tasks to reducing the risk of late payments of suppliers. It can also:

  • Improve productivity and cash management
  • Reduce the time spend emailing and approving non-purchase related invoices.
  • Capture early payment discount opportunities
  • Streamline the business processes
  • Reduce risk of late payment of suppliers
  • Improve management of supplier invoices

Having our Parked Invoice System also allows you to take advantage of a low monthly fee for Pronto Connect in combination with Scope Systems Mobile Approval for Purchase Requisitions.

The Scope Systems’ Parked Supplier Invoice Approval System offers you a way to streamline your invoice approval process. Through automating workflows, improving the management of supplier invoices and reducing the risk of late payments to suppliers – this system enhancement is a game-changing solution for your accounts payable process.

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