Invoice processing approval and storage system method and apparatus

• US 20040181482A1
• Filed: 03/13/2003
• Published: 09/16/2004
• Est. Priority Date: 03/13/2003
• Status: Active Grant

• Current Assignee: eBay Inc.
• Original Assignee: International Business Machines Corporation
• Inventors: Yap, Wai Y.
• Granted Patent: US 7,765,155 B2
• Time in Patent Office: Days
• US Class Current: 705/40
• CPC Class Codes: G06Q 20/102 Bill distribution or payments
• CPC Class Codes: G06Q 30/04 Billing or invoicing

Abstract

A front-end electronic data interface system, known as the ‘Invoice Processing Approval and Storage System (IPASS), comprises a contractor or buyer'"'"'s server computer accessible by the internet and adapted for storing an IPASS software which interfaces between a traditional accounts payable system and a subcontractor/supplier entity that generates an invoice. The IPASS System will automatically update the traditional accounts payable system with invoice information when a fax or scan of a subcontractor or supplier invoice is received without the need for manual keying of the invoice information, automatically seek any necessary approvals for payment of the invoice, and automatically record a payment of the invoice. The IPASS System will temporarily store an image of the invoice in an invoice image depository prior to archival storage. As a result, the subcontractor/supplier can seek status of payment of the invoice by accessing the invoice image depository. The subcontractor/supplier can access the invoice image depository by accessing the internet and overcoming a firewall in the IPASS System, the firewall being overcome by supplying a required subcontractor/supplier userid and identifying number.

Claims

1. A server computer adapted to interface with an accounts payable system and responsive to an image of an invoice for entering data on said invoice into said accounts payable system, said accounts payable system including a plurality of data fields, comprising:

a first storage apparatus responsive to said image of said invoice adapted for storing said image of said invoice therein;

a conversion apparatus adapted for retrieving said image of said invoice from said first storage apparatus and converting said image into a digitized image, said digitized image including a plurality of data characters placed in selected locations;

a reading apparatus adapted for reading the plurality of data characters in said selected locations of said digitized image; and

a transferring apparatus adapted for transferring the plurality of data characters read from said selected locations of said digitized image into corresponding ones of said plurality of data fields of said accounts payable system.

2. The server computer of claim 1, further comprising:

an invoice image depository apparatus adapted for storing said image of said invoice therein.

3. The server computer of claim 2, further comprising:

a firewall operatively interconnected to said invoice image depository adapted for responding to a query from an internet and allowing access by said query to said image of said invoice stored in said invoice image depository when a suitable userid or password or other number is provided by said query.

4. The server computer of claim 3, wherein said invoice image depository records an approval indication in said image of said invoice stored therein when a user or manager approves said invoice for payment.

5. The server computer of claim 4, wherein said invoice image depository records a payment indication in said image of said invoice stored therein when an amount in said invoice is paid.

6. The server computer of claim 5, further comprising:

means for automatically reminding said user or manager to approve said invoice for payment.

7. A method responsive to receipt of an invoice for entering said invoice into an accounts payable system and paying an amount on said invoice, comprising the steps of:

receiving an image of said invoice;

converting said image of said invoice into a digitized invoice image which includes a plurality of data characters stored in selected locations;

reading said plurality of data characters from said selected locations of said digitized invoice image and transferring the plurality of data characters read from said selected locations into corresponding data fields of said accounts payable system; and

paying said amount on said invoice.

8. The method of claim 7, further comprising the step of:

storing said image of said invoice into an invoice image depository.

9. The method of claim 8, wherein the step of paying said amount on said invoice comprises the steps of:

when said plurality of data characters from said digitized invoice image are transferred into said corresponding data fields of said accounts payable system, waiting for any goods to be received or services to be performed;

automatically reminding a user/manager to approve said invoice in said accounts payable system when said goods are received or said services are performed; and

approving, by said user/manager, said invoice in said accounts payable system when said goods are received or said services are performed and the reminding step is practiced.

10. The method of claim 9, wherein the step of paying said amount on said invoice further comprises the steps of:

recording an indication of said approval of said invoice in said invoice image depository when the step of approving said invoice is complete.

11. The method of claim 10, wherein the step of paying said amount on said invoice further comprises the steps of:

paying said amount on said invoice when the step of recording said indication of said approval of said invoice is complete;

recording an indication of said payment of said amount on said invoice in said invoice image depository when the step of paying said amount on said invoice is complete; and

storing said image of said invoice in an archive when the step of paying said amount on said invoice and the step of recording said indication of said payment is complete.

12. The method of claim 8, wherein the step of storing said image of said invoice into an invoice image depository comprises the steps of:

storing said image of said invoice into said invoice image depository;

receiving by said invoice image depository a query from an internet and determining if a userid and number supplied by the query is accurate;

allowing access by said query to said image of said invoice stored in said invoice image depository when the userid and number is accurate.

13. The method of claim 11, wherein the step of recording an indication of said payment of said amount on said invoice in said invoice image depository when the step of paying said amount on said invoice is complete comprises the steps of:

recording an indication of said payment of said amount on said invoice in said invoice image depository when the step of paying said amount on said invoice is complete;

receiving by said invoice image depository a query from an internet and determining if a userid and number supplied by the query is accurate; and

allowing access by said query to the record of said indication of said approval of said invoice and the record of said indication of said payment of said amount on said invoice in said image of said invoice stored in said invoice image depository when the userid and number is accurate.

14. A program storage device readable by a machine, tangibly embodying a program of instructions executable by the machine, to perform method steps for entering a received invoice into an accounts payable system to pay an amount on said invoice, said method steps comprising:

receiving an image of said invoice;

converting said image of said invoice into a digitized invoice image which includes a plurality of data characters stored in selected locations; and

reading said plurality of data characters from said selected locations of said digitized invoice image and transferring the plurality of data characters read from said selected locations into corresponding data fields of said accounts payable system,

said amount on said invoice being paid when the plurality of data characters from the selected locations of the digitized image are transferred to said corresponding fields of said accounts payable system.

15. The program storage device of claim 14, further comprising the step of:

storing said image of said invoice into an invoice image depository.

16. The program storage device of claim 15, further comprising the step of:

receiving a reminder from an approval process routine of said accounts payable system and, responsive thereto, generating a link to a manager and to said invoice stored in said invoice image depository to remind said manager to approve said invoice stored in said invoice image depository.

17. The program storage device of claim 16, further comprising the steps of:

recording an indication of an approval of said invoice in said invoice image depository when said manager approves said invoice stored in said invoice image depository.

18. The program storage device of claim 17, further comprising the steps of:

receiving an indication of payment of said amount on said invoice stored in said invoice image depository when the step of recording said indication of said approval of said invoice is complete;

recording said indication of said payment of said amount on said invoice in said invoice image depository in response to the step of receiving said indication of payment; and

storing said image of said invoice in an archive when said indication of payment is received and said indication of payment is recorded on said invoice in said invoice image depository.

19. The program storage device of claim 15, further comprising the steps of:

receiving by said invoice image depository a query from an internet and determining if a userid and number supplied by the query is accurate;

allowing access by said query to said image of said invoice stored in said invoice image depository when the userid and number is accurate.

20. The program storage device of claim 18, further comprising the steps of:

receiving by said invoice image depository a query from an internet and determining if a userid and number supplied by the query is accurate; and

allowing access by said query to the record of said indication of said approval of said invoice and to the record of said indication of said payment of said amount on said invoice on said image of said invoice stored in said invoice image depository when the userid and number is accurate.