Electronic Invoice Management (EIM)

The Electronic Invoice Management (in short EIM) is an option in Monitor ERP. The basic application of EIM provides system support for scanning and digital handling of the company's supplier invoices. The entire flow, from scanning, registration, authorization, final recording, and search is streamlined by using this function.

If you have suppliers who also use Monitor ERP, you can configure EIM to import Monitor-to-Monitor e-invoices.

There is also support in EIM to import interpreted/captured supplier invoices. Both import of Monitor-to-Monitor e-invoices and import of captured invoices provide a more streamlined registration, since all data in the header and on the rows of the invoices is imported. This results in substantially less manual handling.

If you have suppliers who can send e-invoices, there is support in EIM to receive e-invoices. These e-invoices will be imported and automatically registered. If you have entered an authorized signer for the suppliers, the invoices will automatically be sent for authorization.

Supplier invoices come in to the Register supplier invoice procedure for registration in different ways when you use EIM:

If no signer has been entered in the supplier register, the signer code for M2M invoices and Peppol invoices will be loaded from the BuyerReference tag in the XML file. However, this requires that the person is registered in the signer register.

Instead of registering an invoice it is also possible to preliminary record it. You decide if preliminary recording should be used or not with a system setting. When an invoice is registered/preliminary recorded you can also choose to final code the invoice directly, if the signer has sufficient user rights. An alternative is to final record the invoice after it has been authorized by one or more signers.

The illustration describes the invoice work flow when using EIM (click the illustration to enlarge it).

Scanning of paper invoices

To scan supplier invoices you need a scanner (manual or with paper feeding) to be able to link an image of received paper invoices to the invoice registration. The recommended file type when scanning invoices is PDF. The file type TIFF is also handled but is automatically converted to PDF when scanning, which takes a bit longer. Data relating to EIM, including scanned invoice images, will be saved in the regular Monitor database. Read more about the scanning in the online help function for the Scan supplier invoice procedure.

Extended authorization on posting rows (authorization at row level)

In EIM and EIM Workflow (see below) it is possible to review/authorize the invoice on posting row level for expense invoices. This function is activated with the Use extended authorization on posting rows system setting. When authorizing the invoice the system will only show the posting rows you need to authorize. When applying amount limit, the total of the rows you authorize will be checked, not the total net amount of the invoice.

Material invoices (purchase order invoices) are assigned a signer for row level based on a different set of rules. Primarily, the person entered as authorized signer for the supplier will be used, and secondarily, the person selected as reference on the purchase order will be used. However, regarding overstepping of amount limits the same rules are applied as for expense invoices. That is, according to responsible on account, cost center, etc.

Interpretation and import

When using EIM you can activate a function for interpretation of supplier invoices. The interpretation/data capture is done via an external software called CrossState which is integrated with Monitor ERP via an API. With the interpretation function, supplier invoices are automatically interpreted using the OCR number and imported to an inbox in Register supplier invoice for verification and registration. In the inbox, you verify the interpreted invoice data and make corrections in cases where something has been interpreted incorrectly. This trains the interpretation function to make it more accurate in future interpretations.

To activate the interpretation, you must create an account in the plugin included in EIM called E-invoice CrossState. You find this plugin for the import type Supplier invoice, under the Import tab in the Settings for export/import procedure.

E-invoice import

If your suppliers can send e-invoices, you can also activate a function making it possible to import e-invoices. You activate this function in the same plugin: E-invoice CrossState. There is no need to interpret e-invoices. Instead, they will automatically be imported and registered. If you have entered an authorized signer for the suppliers, the invoices will automatically be sent for authorization and will not be placed in one of the inboxes.

Interpreted invoices and e-invoices are useful together with the EIM Workflow option, especially if you deal with large numbers of invoices. Read more about EIM Workflow below.

Please note! If you need help creating the account, or with interpretation and import of invoices, please contact the Monitor Support Center for assistance.

E-invoice export (does not require EIM)

In Monitor ERP it is also possible to activate a function for export of e-invoices to your customers. If you do not have the EIM option, the export of e-invoices is still possible. To activate that function you must create an account in the plugin included in Monitor ERP in called E-invoice Crediflow. You find this plugin for the export type E-invoice, under the Export tab in the Settings for export/import procedure.

When you have created an account you can connect your customers that are in different e-invoice registers for e-invoice. This is done using a function in the Customer register procedure.

Export of e-invoices invoice is fully integrated in Monitor ERP and takes place when you approve and print the invoices as usual to the customers who are connected to e-invoice.

If you already have your own agreement with Crediflow we recommend a transition to using e-invoice in the Monitor ERP. You will then obtain seamless integration for outgoing e-invoices.

Please note! The function for export of e-invoices is a standard feature in Monitor ERP and it does not require you to have the EIM option.

The EIM Workflow option

You can add the option EIM Workflow to your EIM. This will automate the flow of supplier invoices: registration, linking of purchase order to material invoices, authorization, and final recording. What you can achieve with EIM Workflow is a fully automated invoice flow. Normally, you will then not be handling any invoices in the Register supplier invoice procedure.

For material invoices, it is required that the invoice rows can be matched with the corresponding purchase order rows. If an invoice row is not matched, it will after the import become placed in a special inbox. You then have to make adjustments to correct what did not match, and then send the invoice along in the flow for authorization and final recording.

For expense invoices, the flow is more straightforward since there is no linking of purchase order and no matching on row level.

Peppol

If you already have your own agreement with an e-invoice supplier, there is support in EIM to import these interpreted supplier invoices to an XML inbox* in the Register supplier invoice procedure.

You need to order a plugin for Monitor ERP from Monitor ERP System AB. A plugin is available for the Peppol BIS 3.0 format . The plugin for Peppol also support export of e-invoices and sending them to customers.

Import and export of Peppol e-invoices takes place via an FTP account provided by the supplier of e-invoices.

The settings can be configured in the Settings for export/import procedure.

* You have to register an XML inbox for Peppol BIS 3.0 e-invoices in the Scan supplier invoices procedure.