Transparent not complicated: the digitalised purchase-to-pay process
Missed payment deadlines, long delivery times and unclear approval powers: An inadequate purchase-to-pay process costs everyone involved nerves, time and ultimately money. With a digital solution that effectively supports every step of the process, from reporting requirements to paying the invoice, you can create real added value for your company.
All information is available transparently and centrally, for easy access whenever it is needed. Unanswered questions are a thing of the past, This simplifies purchasing considerably and also reduces costs.
With nscale, the purchase-to-pay process is accelerated and simplified. Clear processes and reliable management of access rights and approval authorizations make work easier and help to avoid errors. Central storage means that all the documents are available at all times and can be edited by multiple people at the same time. For maximum transparency and flexibility.
Booster for your purchase to pay process
The Growth Opportunities Act aims to strengthen the economy in Germany and encourage companies to invest more in the future viability of their businesses and the country. In addition to measures to simplify the tax system and combat VAT fraud, the law contains a significant innovation for companies in the B2B sector:
In future, you will be obliged to receive and issue e-invoices.
With nscale, this is very easy.
Purchase-to-pay with nscale in practice
The purchase-to-pay process is one of the most important, but also one of the most complex commercial processes in companies. Many parties are involved and numerous documents are required. Keeping track of everything is vital to avoid costly processing errors. With nscale, the entire process can be mapped digitally, from the notification of requirements to the payment of the invoice. The benefits are huge.
Purchase requisition
The requirement report is stored centrally and is available for further processing by the employee responsible once it has been entered.
Thanks to central storage, the same requirements in different departments can be directly identified, so that collective orders can be placed at more favorable conditions.
Checking and approval
The release of the requirement report is workflow-based in accordance with the company’s own compliance specifications: Depending on the order volume, the notification is sent to a member of the relevant hierarchy level for approval.
If the person is not available, approval is given by a substitute defined in the workflow. Wait times are minimised.
Supplier selection
Supplier selection comprises the inquiry processand the selection of the supplier. The resulting documents are stored electronically in an audit-proof manner and archived accordingly.
Thanks to bundled information, the selection is made easier. By integrating nscale into the ERP solution, the required data is taken directly from the inquiries.
Contract management
There is also a special nscale solution for managing the contracts that arise during the business relationship. It allows compliance specifications to be adhered to, liability risks to be minimised, and termination and extension deadlines to be kept thanks to automatic reminders.
In addition, information management during the pre-contractual phase is easy, as all employees involved in the review process have centralized access to the necessary information.
Order
Thanks to the structured filing system and quick, easy access to all necessary documents, the purchaser can process the order efficiently and make optimized procurement decisions with the improved information content.
Last but not least, this also frees up more time for relevant purchasing processes and fewer administrative procedures.
Receipt of goods and goods inspection
When goods are received and checked, no time is lost searching for the right documents because they are already available in the centrally stored file.
Once the goods have been accepted, the corresponding delivery bill is also stored here so that it can be used for the subsequent incoming invoice process.
Optimization of the payment process: speed and transparency
Incoming invoices and invoice processing
Incoming invoices are stored centrally in the invoice receipt book. The person responsible for the check is informed of the new task via workflow.
nscale enableseasy access to the invoice, which is also stored in conjunction with the order documents required for checking and approval.
Invoice checking
nscale speeds up the tedious routine task of carefully and formally checking an invoice. When the document is received and read out, a workflow starts automatically, the first step of which is the check.
The software makes this process faster and less prone to error than the conventional analogue approach. Incorrect invoices are spotted straight away and not sent for further processing.
Invoice approval
The release of the invoice is also workflow-based and can be carried out by several people at the same time down to item level thanks to the central filing system.
This eliminates uncertainties about approval powers and saves a lot of time at the same time. It becomes much easier to pay the invoice on time.
Payment
The close integration of nscale and the ERP solution eliminates the need to enter data manually during the booking process. They are transferred automatically and error-free to the ERP or another financial accounting system via an interface.
Finally, the invoice is archived securely and in compliance with the law in the corresponding business partner file, including the option of using deletion and blocking functions or defining or automatically assigning retention periods.
Purchase requisition, approval, ordering, goods receipt, invoice payment: nscale accompanies you step by step
The complete digitization of the purchase-to-pay process offers numerous advantages, each of which supports the simple and faster processing of individual tasks. All authorised persons have easy access to the documents they need.
Simultaneous processing, a high level of transparency and the certainty of always having the most up-to-date version of a document. Information on suppliers, business partners and colleagues is available at all times.
Never miss another payment or discount deadline and secure cost savings such as bulk discounts for your company through collective ordering.
- Central provision of information
- Discounts for deadlines met on time
- Index and full text search for suppliers and purchase orders
- Enhanced information provision
- Audit-proof archiving
Your benefits at a glance
- Efficient processes from purchasing to payment
- Removal of manual processing steps prevents errors in data transfer
- Adherence to statutory and company compliance rules
- Elimination of tedious routine tasks for employees
- All documents in a clear structure through central archiving
- Ambiguity on an invoice’s processing status and responsibility avoided
Get in touch.
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Ceyoniq Technology GmbH is a group company of Kyocera Document Solutions.
Ceyoniq Technology GmbH
Boulevard 9 | 33613 Bielefeld
Together we develop strong ideas and implement tailor-made and individual solutions for companies and public administrations – contact us, we look forward to hearing from you!
The digitalization platform: control center of the digital transformation
A digitalization platform is the control center of a company’s digital transformation.
