Match Invoice with Purchase Order

Baltzar is
Simple - Automatically matched the invoice with the original purchase order
Accessible - Easy access to all purchase orders
Controlled - easily tracks purchase orders and invoices throughout the entire process

How Baltzar matches purchase orders to invoices:

1.Invoice Arrives at Accounting Department

Arrival and Scanning
Supplier invoices arrive in either electronic form in any one of several standard formats (e.g., Svefaktura). Alternatively, the invoices may be scanned by your company or a computer services bureau upon arrival. If a services bureau is used, the invoices are sent directly to them for scanning, interpretation and image verification. The invoice details and image is then transferred to Baltzar.

Baltzar matches incoming invoices to the original purchase order (the system assumes that these have already received proper approval). You can choose to process invoices with or without automatically matching with the purchase order.

It is always possible to manually check of each item when account coding is executed. A single invoice might also contain several orders. In such instances, only one order is scanned and used in matching with the purchase order. With Baltzar it is also possible to process standing orders. These are activated at specific intervals according to the terms of the agreement.

2. Invoice is Circulated to Obtain Required Approvals

Invoices that cannot be automatically matched are circulated to obtain approvals according to the pre-defined system flowchart. Checking the invoice amount against the amount in the original order or testing amounts against certain parameters are some of the controls that can be made.

When account coding is made, it is possible to access all outstanding orders for any given supplier, and match the invoice against several outstanding orders as required. At this stage of the process it is also possible to change prices and quantities as necessary, or enter full or partial payment.

Use the Inquiry function to schedule invoices for you to review later or for someone else to review. You can also attach documents to the invoice. Such items might include the text from a contract, your own notes, or an additional file/document that was received by your company after the invoice had been scanned.

You can also use the Inquiry function to set invoices to be checked by colleagues and/or yourself in your own Inbox. And you can attach documents to an invoice, such as a contract text, your own notes or an additional file/document that was received by your company after the invoice had been scanned. Queries and reports can be requested and filtered based on virtually all data fields or combined data fields in the database. For example, besides creating any number of standard reports, you can also export specific data for making your own reports in Excel.

3. Invoice is Returned to Accounting Department

Once the invoice has been reviewed and payment has been approved, it is returned to the accounting department where it is recorded and scheduled for payment in the company's ERP system.