HBS IDECK - GET STARTED

IDECK SOLUTION FOR AUTOMATING

IDECK PROCESS

INVOICE PROCESSING

1. RECEIVE & SCAN

Accounts Payable specialists at most

organizations know the pain of manual
invoice processing all too well, as almost
80% of all vendor invoice activity is still
paper-based. AP departments who rely
on manual processes find that adding
staff does not solve the inherent
problem. Manual processes are not only
expensive, inefficient and error-prone;
they also expose organizations to serious
risks that can affect their credit rating
and regulatory compliance standing.

keyed into ERP. If they make it

successfully through the mailroom
without being lost or incorrectly routed,
AP processors can then either match an
existing master vendor record or create
a new one. Invoice data is parked,
routed for approval via inter-office mail,
and later posted assuming no other
action is required. If further research
and/or approvals prove necessary, the
invoice is once again manually routed
until it is finally posted. In each step,
there is ample opportunity for error, lost
documents and delays, even in the most
refined manual process.

First, lets look at the typical manual

process (Ref -Fig 1). For most companies,
invoices arrive by mail/ email and are

2. RECOGNIZE & CAPTURE

3. VERIFY & MANAGE
4. ARCHIVE
5. FOLLOW

FACTS
If you process 5,000 invoices
per month, at a cost savings
of $5 per invoice, you can
save $300,000 per year.

SOLUTION
HBS IDeck handles Invoice-to-Pay, with touchless processing.
1

Capture Create digital invoice

image archives; eliminate paper
and wasted time. All image files
should be read and be easily
searchable. Scanning provides an
electronic image. Having an OCR or
e-Invoicing option further removes
manual steps from the AP process.
These steps reduce human error,
match purchase orders and vendor
master records.

Processing Manage all data and

documents from start to finish.
The solution must automate
routine AP processes such as
invoice duplicate checks for all
incoming
invoices,
exception
handling control and opening
visibility
into
the
process.
Moreover, the process should
provide a complete audit trail.

IDeck: The Automated Invoice Processing Tool | Page 1

Delivering Deliver process

transparency and control to the
people who need it.
AP
processors and managers need to
see and be able to impact the
invoice workflow at every stage of
the invoice-to-pay process. HBS
IDeck makes it possible to access
and have real-time visibility of all
invoices in process.

ABOUT HBS
HBS is an IT services, Consulting
and
Business
Solutions
organization that deliver real
results
to
global
business,
ensuring a level of certainty at par
with the industry standards. HBS
offers a consulting-led, integrated
portfolio of IT and IT-enabled,
infrastructure, engineering and
assurance services.

AUTOMATED

PAPER-TO-POST

INVOICE

MANAGEMENT PROCESS
All the received paper invoices are
scanned and sent to IDeck for
processing. IDeck seamlessly connects
with standard scanner devices,
completely automating vendor invoice
processing. E-invoices received are
directly taken to data capture module.

The IDeck data capture module works

hand in hand with the image
recognition technology (OCR, ICR)
integrated in the solution, providing
the intelligence to accurately extract
relevant information from vendor
invoices. The product makes sense of
character sequences extracted using
OCR, relying on template mapping,
context based recognition, key words,
and automatic data validation - where
extracted information is cross-checked

against your existing databases. On

extracting the relevant datas from
the invoice like PO number, bill
number, date, total amount, tax
fields etc.

IDeck connects to SAP and pulls all

the Open POs of the vendor and
matches the actual PO and the GRN
corresponding to the PO gets
displayed. Exception handling
workflows are also configured as
part of this product, that is if IDeck
couldnt pick PO number form
vendor Invoice then a mail will be
triggered to the concerned person
indicating a PO not found error.
After going through all the checks
and validation invoice gets parked
or posted to ERP (SAP).

Fig 1: Typical Accounts Payable Process (Manual Vs. Automatic)

IDeck: The Automated Invoice Processing Tool | Page 2

FOR MORE INFORMATION

To learn more about how Ideck
automates the entire AP process or
for scheduling live demo, get in touch
with our sales representative at:
T: +91 471 4060991/8
E: contact@hages.co.in

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Copyright 2014
Hages Business Solution.