Invoice verification process

• US 20060089907A1
• Filed: 01/03/2005
• Published: 04/27/2006
• Est. Priority Date: 10/22/2004
• Status: Abandoned Application

• Current Assignee: SAP SE
• Original Assignee: SAP SE
• Inventors: Kohlmaier, Klaus, Klehr, Benjamin, Hess, Eduard
• Application Number:
  US11/026,026
• Publication Number:
  US 20060089907A1
• 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

The present invention provides a system and method for automatically verifying an invoice or credit memorandum and generating a payment or crediting an account. Upon receipt of a paper invoice or credit memorandum, an electronic invoice or credit memorandum having identifiable content may be generated using, for example, optical character recognition (OCR) technology. The invoice or credit memorandum may be automatically verified by comparing content received in the invoice or credit memorandum to records that are maintained describing the transaction. For example, the invoice or credit memorandum may be linked to a purchase order to verify whether any discrepancies exist. Additionally, a check may be made to ensure that the invoice or credit memorandum is not a duplicate. After verification is complete, the invoice or credit memorandum may be processed by an accounts payable system to either pay an outstanding balance or recognize a credit.

Claims

1. An invoice processing method comprising:

converting a paper invoice to an electronic format;

extracting data from the electronic format based on rules associated with a source of the invoice;

comparing invoice identification data extracted from the invoice to a data set storing valid invoice identifiers; and

unless the comparison indicates that the received invoice is a duplicate of another previously received invoice, passing the extracted data to a payment system.

2. An invoice processing method comprising:

converting a paper invoice to an electronic format;

extracting data from the electronic invoice based on rules associated with a source of the invoice;

comparing invoice identification data extracted from the invoice to a data set storing valid invoice identifiers;

comparing transaction data extracted from the invoice to a second data set of purchase order records to identify discrepancies, if any; and

unless the first comparison indicates that the received invoice is a duplicate of another previously received invoice or the second comparison indicates discrepancies between the transaction data extracted from the invoice and the purchase order records, passing the extracted data to a payment system.

3. The invoice processing method of claim 2 further comprising comparing extracted data to valid field formats to verify that the invoice is valid.

4. The invoice processing method of claim 2 wherein the conversion of the paper invoice is done using optical character recognition technology.

5. The invoice processing method of claim 2 wherein the transaction data extracted from the invoice comprises a quantity of goods purchased and a description of the goods purchased.

6. A credit memorandum processing method comprising:

converting a paper credit memorandum to an electronic format;

extracting data from the electronic format based on rules associated with a source of the credit memorandum;

comparing credit memorandum identification data extracted from the credit memorandum to a data set storing valid credit memorandum identifiers; and

unless the comparison indicates that the received credit memorandum is a duplicate of another previously received credit memorandum, passing the extracted data to a payment system.

7. A credit memorandum processing method comprising:

converting a paper credit memorandum to an electronic format;

extracting data from the electronic credit memorandum based on rules associated with a source of the credit memorandum;

comparing credit memorandum identification data extracted from the credit memorandum to a data set storing valid credit memorandum identifiers;

comparing transaction data extracted from the credit memorandum to a second data set of purchase order records to identify discrepancies, if any; and

unless the first comparison indicates that the received credit memorandum is a duplicate of another previously received credit memorandum or the second comparison indicates discrepancies between the transaction data extracted from the credit memorandum and the purchase order records, passing the extracted data to a payment system.

8. The credit memorandum processing method of claim 7 further comprising comparing extracted data to valid field formats to verify that the credit memorandum is valid.

9. The credit memorandum processing method of claim 7 wherein the conversion of the paper credit memorandum is done using optical character recognition technology.

10. The credit memorandum processing method of claim 7 wherein the transaction data extracted from the credit memorandum comprises a quantity of goods purchased and a description of the goods purchased.

11. A computer readable medium storing thereon program instructions that, when executed, cause an executing device to:

convert a paper invoice to an electronic format;

extract data from the electronic format based on rules associated with a source of the invoice;

compare invoice identification data extracted from the invoice to a data set storing valid invoice identifiers; and

unless the comparison indicates that the received invoice is a duplicate of another previously received invoice, pass the extracted data to a payment system.

12. A computer readable medium storing thereon program instructions that, when executed, cause an executing device to:

convert a paper invoice to an electronic format;

extract data from the electronic invoice based on rules associated with a source of the invoice;

compare invoice identification data extracted from the invoice to a data set storing valid invoice identifiers;

compare transaction data extracted from the invoice to a second data set of purchase order records to identify discrepancies, if any; and

unless the first comparison indicates that the received invoice is a duplicate of another previously received invoice or the second comparison indicates discrepancies between the transaction data extracted from the invoice and the purchase order records, pass the extracted data to a payment system.

13. The computer readable medium of claim 12 further comprising instructions that cause the executing device to compare extracted data to valid field formats to verify that the invoice is valid.

14. The computer readable medium of claim 12 wherein the conversion of the paper invoice is done using optical character recognition technology.

15. The computer readable medium of claim 12 wherein the transaction data extracted from the invoice comprises a quantity of goods purchased and a description of the goods purchased.

16. A computer readable medium storing thereon program instructions that, when executed, cause an executing device to:

convert a paper credit memorandum to an electronic format;

extract data from the electronic format based on rules associated with a source of the credit memorandum;

compare credit memorandum identification data extracted from the credit memorandum to a data set storing valid credit memorandum identifiers; and

unless the comparison indicates that the received credit memorandum is a duplicate of another previously received credit memorandum, pass the extracted data to a payment system.

17. A computer readable medium storing thereon program instructions that, when executed, cause an executing device to:

convert a paper credit memorandum to an electronic format;

extract data from the electronic credit memorandum based on rules associated with a source of the credit memorandum;

compare credit memorandum identification data extracted from the credit memorandum to a data set storing valid credit memorandum identifiers;

compare transaction data extracted from the credit memorandum to a second data set of purchase order records to identify discrepancies, if any; and

unless the first comparison indicates that the received credit memorandum is a duplicate of another previously received credit memorandum or the second comparison indicates discrepancies between the transaction data extracted from the credit memorandum and the purchase order records, pass the extracted data to a payment system.

18. The computer readable medium of claim 17 further comprising instructions that cause the executing device to compare extracted data to valid field formats to verify that the credit memorandum is valid.

19. The computer readable medium of claim 17 wherein the conversion of the paper credit memorandum is done using optical character recognition technology.

20. The computer readable medium of claim 17 wherein the transaction data extracted from the credit memorandum comprises a quantity of goods purchased and a description of the goods purchased.