Supplier invoices and goods receipt

Dozens of supplier invoices arrive at a shop every day: some as PDFs by email, some on paper with the delivery. A warehouse employee receives the goods and records quantities in an SAP Business One receipt document or an Excel sheet, the accountant enters the invoice separately into SAP Business One, Xero or Sage, and the purchase order sits in the SAP Business One orders module or in an email sent to the supplier. A quantity difference, a changed price or a line nobody ordered is usually noticed later, when the invoice is already paid and negotiating with the supplier is hard. Manual entry also duplicates work, because someone retypes the same invoice twice.

We implement document recognition with a Power Automate flow and an import into SAP Business One. Invoices and delivery notes from a mailbox or a scanner enter the flow, and recognition extracts the supplier, number, lines, quantities, prices and VAT. Each line is then matched in three directions: against your purchase order in SAP Business One, against the warehouse receipt record, and against the contract or the supplier price list. Matching documents are prepared as a purchase entry in SAP Business One with the right item cards and accounts, while discrepancies (quantity, price, a missing or surplus item) are flagged in a list showing the exact line and the difference. The accountant sees the prepared entry in SAP Business One, checks the flagged spots and approves, and returns mismatching invoices to the purchasing manager before payment. If your accounting is kept in Xero or Sage, the entry is prepared in the import format of that system. Documents are processed in your Microsoft 365 tenant or in the MDP CLOUD cloud in Lithuania (EU), and the path of every document from receipt to entry is visible in the log.