Automate Invoice Processing
with our Cloud Purchase Requisition,
Purchase Order & Invoice Approval Solution
Intsys has teamed up with Zahara to integrate their Cloud Purchase Management software with Opera 3 and Opera SE. With our new Solution, you can easily raise orders and carry out invoice approvals by email, create automatic invoice approval triggers as well as automate invoice processing and matching them with orders.
Open Period Accounting
Add Control of your Spend to Opera 3/SE
Whatever you buy, Zahara makes the buying process better. Purchase requests can be pre-approved & budgets can control spend. Dashboards give you a visual on what’s on order, what’s delivered and what’s waiting for approval. You can record supplier invoices & save the PDF’s. You can match invoices to PO’s and then import transactions into your accounts system. It’s fast to setup and fast to learn. Your employees will find it intuitive and helpful and Intsys has now integrated it with Opera 3 and Oper SQL SE.
It is all about Approvals
When colleagues need to buy they can raise a request and track its progress through the flexible, multi-layered approvals process you create. Purchase requests become purchase orders and corresponding invoices can be matched with exceptions being sent for approval when thresholds are breached. Invoices without PO’s can be routed to the right department and people for approval. The AP & Finance team will have more control and higher visibility of spend, enabling them to pay vendors faster.
Built-in Spend Analytics
With Spend Analytics, you have a number of powerful features to help you understand the costs in your business. When purchase requests and invoices are recorded in Zahara, you will have accessible data for analysis that will provide the answers you need. The software has some built-in reports, can be integrated with Microsoft BI and we have an offline sync tool that can download all of your data into an Access database for individual querying and reporting.
Create sophisticated approvals
Zahara’s approvals have numerous conditions to help you create the perfect workflow, including:
Price conditions - spend limits
Vendor or vendor type conditions
Custom field values e.g Opex / Capex / Real Estate
Order / Invoice Difference threshold
Automate Invoice Processing
Intelligently recognising and matching supplier invoices to your orders.
Scan paper invoices
Load emailed invoices - PDF's
Recognise all information intelligently
Self-learning - just click to correct the recognition
Match an order & see the % match
Option for no line-items
Split and allocate the invoice
European & UK VAT
Export invoices & PDF's to Zahara
Save PDF's locally
Save PDF's to FileDirector fully indexed
Zahara and Pegasus Opera 3/SE
You can easily build your approval process so people are emailed or suppliers receive a copy of the purchase order once an approval is complete.
Approvers can approve by email on their mobile devices without logging in or through the dashboard. You can schedule to send a reminder email to all your approvers as often as you like and approvers can see how they perform compared to their colleagues.
Regardless of where you are in the world – UK, USA, Euro zone, or South Africa, you can set your home currency and the default currency for each of your suppliers. When it comes to reporting, the figures are converted to your home currency, regardless of the currency your order or invoices are in. Each day we record the exchange rates so your orders are raised and linked to the value of the currency rate on that specific day.
Invoice Matching & Filing
Once the invoice comes in for your order, you can quickly and easily file the PDF away together with the invoice details. You will obviously want to cut down on any keying into your own accounts system you can export CSV files for batch importing transactions or use one of our pre-set integrations. The key benefit here is a complete visual of the “purchase to pay” process – access to the order, access to any delivery information and a faster way of deciding whether a supplier invoice is valid. We hope the process compliments the way you do it at the moment, but it much more less-paper reliant.
You may only receive a couple of hundred invoices a month but still need to get them approved. Once entered you can send a supplier invoice off for approval. We make the keying as easy as possible with as few keystrokes as required. Approvers can be selected from a list or you can create as many approval workflows as you need. Your approvers can approve on the go, on their phones, and you will have a neat dashboard showing all of the invoices that are “green”, approved and ready to pay, or “orange” pending or “red” in query. When your volumes exceed 400 – 500 invoices a month – you will want to introduce our OCR technology to intelligently read supplier invoices
Invoice Coding Approvals
As part of an invoice approval process, you may require the approver to code the invoice. You can select a coding approval and request the approver code the invoice with the project code, cost code or ledger code. Or all three. Or which-ever you need.
As part of the document lifecycle, your suppliers will send you their invoice. Although you can record these invoices very quickly in the website, we also provide intelligent OCR software called SmartInvoice. SmartInvoice is Windows desktop software that will read and recognise an invoice matching it against any orders entered in the software. You can then post the invoice, file it on your network and import it directly into Opera 3. Sounds complicated? It’s not. It’s fast, easy and affordable.
If you are receiving goods against your orders, you can check them in using the GRN process. You can accept the order in full or specify part quantities. Once the order has been received in full, the order is complete.
With all of this information at your fingertips, you will want to be able to download reports on spend and exceptions. We have several useful reports and will ad more over time.