System and method for invoice imaging through negative confirmation process

• US 20080120212A1
• Filed: 10/11/2007
• Published: 05/22/2008
• Est. Priority Date: 03/22/2001
• Status: Active Grant

• Current Assignee: Glenn Paul Modrak, Patricia Ann Chauncey, Sherry Lee Wilson, Susan Bumgardner Cirulli, Thomas Alexander Aber, William Montgomery Sjostrom
• Original Assignee: Glenn Paul Modrak, Patricia Ann Chauncey, Sherry Lee Wilson, Susan Bumgardner Cirulli, Thomas Alexander Aber, William Montgomery Sjostrom
• Inventors: Cirulli, Susan Bumgardner, Wilson, Sherry Lee, Sjostrom, William Montgomery, Chauncey, Patricia Ann, Modrak, Glenn Paul, Aber, Thomas Alexander
• Granted Patent: US 7,835,956 B2
• Time in Patent Office: Days
• US Class Current: 705/34
• CPC Class Codes: G06Q 10/087 Inventory or stock management, e.g. order filling, procurement or balancing against orders
• CPC Class Codes: G06Q 10/0875 Itemisation or classification of parts, supplies or services, e.g. bill of materials
• CPC Class Codes: G06Q 20/102 Bill distribution or payments
• CPC Class Codes: G06Q 30/04 Billing or invoicing

Abstract

A system for processing invoices including a front-end requisition and catalog system; a back-end procurement system; a scanner for scanning images of invoices; an image system and store for storing said scanned images and serving them to said workstation keyed to said invoice in connection with positive or negative confirmation processing of the invoice.

Claims

1-11. -11. (canceled)

12. A method for processing invoices by having the individual employee of an enterprise creating an original order for goods and services that a resulting invoice should be paid or not triggered upon a three-way match, said three-way match assuring that the invoice matches purchase order terms and conditions, and the goods and services received match those stated in quality and quantity against said purchase order, said goods and services including goods received through a receiving dock and for which a receipt is generated, and goods and services not received through a dock and for which a receipt is not generated, with invoices for selected goods and services identified as pertaining to items requiring positive confirmation, comprising the steps of:

receiving from said individual employee a requisition for goods or services from a vendor;

preparing from said requisition a purchase order and identifying said goods or services as items requiring one of positive and negative confirmation;

submitting said purchase order to said vendor;

receiving from a first vendor an invoice for said goods or services as an electronic invoice;

receiving from a second vendor an invoice for goods or services as a paper invoice;

communicating by electronic mail a plurality of confirmation requests to said individual employee creating original orders for goods or services, each said request specifying that each said invoice pertains to an item that is subject selectively to negative confirmation and positive confirmation processing; and

a negative confirmation processing for a first confirmation request including advising said individual employee via e-mail that said invoice is confirmed unless specifically not approved by said individual employee, and a positive confirmation processing for a second confirmation request including advising said individual employee that said invoice will be confirmed upon entry by said individual employee of approval that invoiced goods and services have been received in quality and quantity matching said purchase order.

13. The method of claim 12, further comprising the step of:

preparing an invoice image of an invoice received for said goods or services ordered by said individual employee;

storing said invoice image in an image store;

keying said image to invoice data;

preparing said invoice images by scanning paper invoices received from a vendor;

each said request instructing said individual employee to log on to said enterprise accounting and catalog system, including said invoice data and a link to said invoice image.

14. The method of claim 13, further comprising the step of:

preparing other of said invoice images by converting electronic invoices received from a vendor into an image file representation having the look of a paper invoice.

15. The method of claim 12, said invoice confirmation request further advising said individual employee to log on to a front-end requisition and catalog server to view invoices for confirmation.

16. The method of claim 15, further comprising the step responsive to said individual employee logging on to said front-end requisition and catalog server server of displaying a list of invoices awaiting confirmation and responsive to user selection of a selected invoice, presenting images of invoices corresponding to links selected by said individual employee.

17. The method of claim 12, further comprising the steps of presenting to said individual employee an interface for selecting images of invoices matching a selection criteria.

18. A system for processing invoices by having the individual employee creating an original order for goods or services for end use by said individual determine that a resulting invoice should be paid or not triggered upon a three-way match, said three-way match assuring that the invoice match purchase order terms and conditions, and the goods and services received match those stated in quality and quantity against said purchase order, said goods and services including goods received through a receiving dock and for which a receipt is generated, and goods and services not received through a dock and for which a receipt is not generated, with invoices for selected goods and services identified as pertaining to items requiring positive confirmation, comprising:

a front-end requisition and catalog system;

a back-end procurement services system;

a workstation selectively receiving user entry from said individual employee of a requisition request for goods or services, and receiving confirmation requests;

said confirmation request instructing said individual employee to approve a first invoice by negative and a second invoice by positive confirmation processing, said negative confirmation processing including advising said individual employee that said invoice is confirmed unless specifically not approved by said individual employee, and said positive confirmation processing including advising said individual employee that said invoice will be confirmed upon entry by said individual employee of approval;

said front-end requisition and catalog system selectively receiving said requisition requests from said workstation, forwarding said requisition requests to said back-end procurement services system, identifying said goods or services as items requiring one of positive and negative confirmation, and receiving confirmation requests from said back-end system for forwarding to said workstation; and

said back-end system selectively issuing purchase orders against said requisitions to a vendor including at least one invoice as electronic invoice and another invoice as a paper purchase order, receiving and processing invoices electronic invoices directly from said vendor and paper invoices as received and processed by accounts payable personnel and processing confirmation requests to said front-end system for communication to said workstation for approval by said individual employee that invoiced goods and services have been received in quality and quantity matching said purchase order.

19. A program storage device readable by a machine, tangibly embodying a program of instructions executable by a machine to perform a method for processing invoices by having the individual employee creating an original order as an end user of a commodity or service determine that a resulting invoice should be paid or not triggered upon a three-way match, said three-way match assuring that the invoice match purchase order terms and conditions, and the goods and services received match those stated in quality and quantity against said purchase order, said goods and services including goods received through a receiving dock and for which a receipt is generated, and goods and services not received through a dock and for which a receipt is not generated, with invoices for selected goods and services identified as pertaining to items requiring positive confirmation, said method comprising:

receiving a plurality of invoices;

communicating first and second invoice confirmation requests to said individual employee, each said request including said invoice data for respective invoice confirmation requests;

said individual employee processing a first invoice by a negative confirmation process including advising said individual employee via e-mail that said first invoice is confirmed unless specifically not approved by said individual employee, and said individual employee processing a second invoice by a positive confirmation process including advising said individual employee that said invoice will be confirmed upon entry by said individual employee of approval that invoiced goods and services have been received in quality and quantity matching said purchase order.

20. The program storage device of claim 19, said method further comprising:

preparing invoice images by scanning paper invoices received from a vendor.

21. The program storage device of claim 20, said method further comprising:

preparing other of said invoice images by converting electronic invoices received from a vendor into an image file representation having the look of a paper invoice.

22. The program storage device of claim 19, said invoice confirmation request advising said individual employee to process said confirmation as a negative confirmation or a positive confirmation.

23. The program storage device of claim 22, an invoice confirmation request advising said individual employee to log on to a front-end requisition and catalog server to view invoices for confirmation.

24. The program storage device of claim 23, said method further comprising responsive to said individual employee logging on to said front-end server of displaying a list of invoices awaiting confirmation and responsive to selection of a selected invoice by said individual employee, presenting images of invoices corresponding to links selected by said individual employee.

25. The program storage device of claim 19, said method further comprising presenting to said individual employee an interface for selecting images of invoices matching a selection criteria.