General process overview

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

• Capturing of the invoice image (data) by
  • Scanning over the internet: webscanning
  • Mail import
  • 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 import; these are invoices which need special attention.
• Upon finalization the invoice data is exported to the accounting system (Octopus).
• The accounting system will assign the voucher number and update the invoice information in the ScanPRO system.
• When voucher number is available in 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 and from ScanPRO.

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

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