General process overview

There are different steps in the KIS cycle, which are:

• Capturing of the invoice image (data) by
  • Scanning over the internet: web scanning
  • Mail attachment
  • Electronic invoice (XML) import
• Automatic recognition of the main header fields of the invoice.
• Import into the ScanPRO system.
• Validation process: accountants will validate the recognized header fields, evaluate the proposed accounting lines based on supplier templates or just add the necessary accounting lines.
  • The system checks the invoice data and accounting lines against control data such as periods and Vat tables.
  • Exception handling, in case there was a duplicate invoice detected, or something went wrong during the process, invoices which need special attention.
• Upon finalization the invoice data is exported to the accounting system.
• The accounting system will assign the voucher number and date and update the invoice information in the ScanPRO system.
• When voucher number and date are available on ScanPRO, the invoice image will be signed and annotated, in order to legal archive the invoice image.
• From then on the invoice image will be available for retrieval from the Accounting system.

A visual overview of the process can be found in Appendix: General process flow.

The KIS application is fully integrated with your accountancy package. Suppliers, Accounts, currencies, payment terms, journals and periods are synchronized between both systems.
Tax system and invoice types are specific for the KIS system.