Automatic Matching & Closing of POs in Sage – Is this Full Automation?

PaperLess is definitely a lot more than a simple document management solution… Imagine a software that allows you to automatically match and close of Purchase Orders both in Sage 50c, Sage 200c and Sage 200 Extra Online. Well, now you can do that… The seamless integration between PaperLess Document Management and Sage allows Sage users to automatically match and close of Purchase Orders, making much faster and accurate to process all invoices received, including the ones that have a Purchase Order to which they need to match in order to be posted onto Sage.

How are Sage users automatically matching Purchase Invoices against Purchase Orders in Sage?

Sage users no longer have to waste time on comparing invoice amounts against Purchase Orders amounts or on having to go into Sage to close off a Purchase Order, post the transaction and then archive the invoice in a separate location. PaperLess does all this in a fully automatic manner and this process can be further automated for PaperLess clients using PaperLess Company Inbox.

With the Company Inbox module companies can define automation rules to the invoices received from their suppliers so that PaperLess processes those invoices in a fully automatic manner. The invoice is received in PaperLess Company Inbox, processed by the system, data is extracted and PaperLess checks if the amount of the invoice matches the amount of the Purchase Order and, if it does, PaperLess will post the transaction, close off the Purchase Order and link the document directly to the transaction in a fully automatic manner, with no need for any intervention from the accounts team. Once the process is over, PaperLess will send an email notification informing the relevant users of what was processed and posted via PaperLess Company Inbox.

Another major benefit is that when there is a mismatch between the Purchase Order and the invoice, PaperLess will automatically send the invoice on document flow to the PO originator (Sage 50’s PO field ‘Order Taken By). This means that people working in the accounts department no longer have to waste time trying to find out who is the person responsible for that Purchase Order, what is the email address of that person, typing in the email and the reason why they are sending it, PaperLess does all that for them.

For companies receiving hardcopy invoices and not using PaperLess Automatic Matching and Closing of Purchase Orders the process described above is even more complicated, with the people working in accounts having to find out who is the PO Originator, where that person is located and, if in the same office, having to hand over the invoice to check what the problem is, and once checked, the PO Originator will then have to go to the accounts department with the hardcopy invoice so that it can be processed again.

With PaperLess the invoice is automatically sent on document flow in PaperLess, meaning that the accounts team knows exactly the status of that invoice and if the PO Originator has already taken the necessary actions to amend the Purchase Order or has sent the invoice to the supplier. All this can be easily communicated by using PaperLess Document Flow, with the advantage that the complete audit trail of this process will be available directly from within Sage once the purchase invoice is posted.

Why are Sage users choosing PaperLess to automate invoice processing routines?

PaperLess is all about saving time, money and increasing productivity levels across the finance department and the Automatic Matching and Closing of Purchase Orders is an important part of this for companies using Purchase Orders in Sage.

Successful companies can no longer afford to spend valuable and expensive human resources on tasks that can be fully automated. The automation achieved turns invoice processing routines into a much faster process which is also less prone to errors than when manually inputting and processing data.

Once invoices are brought into PaperLess the user runs the Automatic Invoice Recognition to automatically extract all data from the invoices. When the OCR detects that there is a Purchase Order number on the invoice, PaperLess will check in Sage if there is a Purchase Order for that supplier invoice that matches the Purchase Order number on the invoice and, if it does, PaperLess will then automatically check if the amount on the invoice matches the amount on the Purchase Order. If yes, once the invoice is posted it will automatically close that Purchase Order in Sage.

Find out more on how PaperLess deals with Purchase Orders that do not match or Purchase Orders with multiple deliveries by simply booking an online demo.

WHAT OUR CLIENTS SAY ABOUT PAPERLESS

“be able to track our invoices more efficiently and with a cost saving to the business...This saves a lot of time trying to find old invoices in the paper archive"

Andrew Barlow, Management Accountant & Acting Financial Controller.

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

“I personally think it’s great. It allows me to enter invoices without the requirement to manually input all of the data and then refer to archived documents with ease”

Joseph Ryland, UKFast.Net Ltd Finance Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com