Invoice Approval Flow

Eingang

Dokument trifft ein

E-Mail-Weiterleitung · Manueller Upload · d.velop Cloud Sync

Klassifizieren & Digitalisieren

KI-Extraktion von Rechnungsdaten, Positionen, Bestellreferenzen, Kostenstellen-Vorschlägen

Automatische Validierung

Formale Prüfung · Betrugserkennung · Lieferantenprüfung

§14 UStG, IBAN-Änderungen, Duplikate, Stammdatenabgleich

Dokumentenabgleich

Bestellung & Wareneingang mit konfigurierbaren Toleranzen abgleichen

Freigabe-Engine

Unternehmens-Finanzdaten

Infor LN

Bestellungen
Wareneingänge
Budgets
Kostenstellen
Lieferantenstamm

Freigabe-Engine

Kontextdaten

Rechnung + Positionen
Zugeordnete Bestellung / Wareneingang
Budget pro Kostenstelle
Lieferantenhistorie
Betrugs- / Compliance-Hinweise

Regeln

Freigeber-Routing pro Lieferant
Menge → Lager, Preis → Einkauf
KI-Kostenstellen-Vorschlag
Eskalationsregeln

Orcha-Datenbank

Verarbeitete Rechnung
Abgleich-Ergebnisse
Validierungs-Hinweise
Konfidenzwerte

Manuelle Entscheidung & Eskalation

Manuelle Prüfung

Freigabe-Benachrichtigung

Teams & E-Mail — mit vollständiger Kontextzusammenfassung

Prüfer entscheidet

Freigeben · Ablehnen · Weiterleiten

Eskalation & Erinnerungen

Automatische Nachverfolgung, Fristendurchsetzung

Auto-Freigabe

Automatische Freigabe

Vollständiger Bestellabgleich innerhalb der Toleranz — kein Mensch nötig

Buchung

Buchung · ERP-Übertragung · Audit Trail

Übertragung an Infor LN mit vollständiger Kontierung · Statusrückmeldung · Prüfpfad

Approval Engine

Beta

Smart Approvals

A unified routing engine that decides — for every invoice that isn't auto-approved — who sees it, when, how urgently, and whether it can be bundled with similar invoices.

How urgently does this need to move?

Skonto / early-payment discounts — fast-track with "Save €X by approving before [date]"
Dunning letters / payment reminders — immediate escalation with urgency flag
Strategic supplier importance — critical vendors get priority to protect relationships
Contractual penalty clauses — flag approaching deadlines
Period-end cutoffs — accelerate if it affects current month's P&L

Who needs to see it?

Parallel approval paths — run independent approvers in parallel instead of sequentially
Auto-delegation — absent approver (calendar/OOO) auto-delegates to backup
Revert on return — delegation automatically reverts when approver is back

1. Overview — Invoice Routing

flowchart TD A[/"Paper / Email Invoice"/] --> B["d.capture batch\nScan, OCR, Classify"] B --> C{"PO number\ndetected?\n(d.capture)"} C -- "Yes ~80 pct" --> D{"Discrepancy?\nPrice/Qty/WE\n(d.capture)"} C -- "No ~20 pct" --> K["Kostenrechnung\nCost Invoice Flow"] D -- "No discrepancy" --> F["FIBU Postkorb\n(C-Invoicing / d.3)"] D -- "Discrepancy above 1 EUR\nor no Goods Receipt" --> E["Individual Buyer\n(C-Invoicing / d.3)"] F --> LN E -->|"Resolve in\nInfor ERP LN"| F K --> POST["Poststelle\n(C-Invoicing / d.3)"] POST --> SP["Sachliche Prüfung\n(C-Invoicing / d.3)"] SP --> FR{"Approved?\ni.O. / n.i.O."} FR -- "i.O." --> FIBU2["FIBU Abschlussprüfung\n(C-Invoicing / d.3)"] FR -- "n.i.O. — workflow restarts" --> POST FIBU2 --> LN["Transfer to\nInfor ERP LN"] LN --> LNR{"Booking\nsuccessful?\n(Infor ERP LN)"} LNR -- "Yes" --> DONE["Journalized and Archived\n(Infor ERP LN + d.3)"] LNR -- "No" --> IMP["Import Prüfung\n(Infor ERP LN)"] IMP -->|"Fix and retry"| LN

2. Kostenrechnung — Cost Invoice Approval Detail

flowchart TD CAP["d.capture batch\nvalidates and transfers"] --> POST["Poststelle\n(C-Invoicing / d.3)"] POST -->|"Assign reviewers\nSet cost center\nSplit amounts"| SP1["Sachlicher Prüfer 1\n(C-Invoicing / d.3)"] SP1 --> CHK1{"i.O.?"} CHK1 -- "n.i.O." --> RESTART["Workflow restarts"] CHK1 -- "i.O." --> MORE1{"More positions\nto review?"} MORE1 -- "Yes" --> SP2["Sachlicher Prüfer 2\n(C-Invoicing / d.3)"] MORE1 -- "No" --> FIBU SP2 --> CHK2{"i.O.?"} CHK2 -- "n.i.O." --> RESTART CHK2 -- "i.O." --> MORE2{"More positions\nto review?"} MORE2 -- "Yes" --> SPN["Sachlicher Prüfer N\n(C-Invoicing / d.3)"] MORE2 -- "No" --> FIBU SPN --> CHKN{"i.O.?"} CHKN -- "n.i.O." --> RESTART CHKN -- "i.O." --> FIBU RESTART --> POST FIBU["FIBU — Abschlussprüfung\n(C-Invoicing / d.3)"] -->|"Sachkonto + 6 Unterkonten\nAdjust periods\nSet VAT code\nPayment terms + bank"| BOOK["Release to Infor ERP LN\n(Sperrgrund removed)"]

Key rules:
• 4-Augen-Prinzip: Sachliche Prüfung + FIBU Abschlussprüfung (two-step approval)
• Reviewer may set Kostenstelle but NOT Sachkonto — FIBU sets Sachkonto + 6 Unterkonten
• Reviewers are forwarded sequentially (reviewer-to-reviewer, not parallel)
• n.i.O. on any position restarts entire workflow from Poststelle
• Escalation email after 5 days

3. Bestellbezogene Rechnung — PO Invoice Approval Detail

flowchart TD CAP["d.capture batch\nPO recognized, WE matched"] --> DIFF{"Discrepancy check\n(d.capture)"} DIFF -- "None: price + qty match" --> FIBU["FIBU Postkorb\n(C-Invoicing / d.3)"] DIFF -- "Diff above 1 EUR" --> EK["Einkauf\n(C-Invoicing / d.3)"] DIFF -- "No goods receipt" --> WAIT["Wait 2 days\nthen manual transfer"] WAIT --> EK EK -->|"Adjust PO in LN\nReload goods receipts\nMatch positions"| EKCHK{"Resolved?\n(Infor ERP LN)"} EKCHK -- "Yes" --> FIBU EKCHK -- "Needs info — forward\nto other buyer" --> EK FIBU --> FTYPE{"Invoice type?"} FTYPE -- "Standard" --> BOOK["Book + Approve\n(Infor ERP LN)"] FTYPE -- "Extra costs up to 10 EUR\nfreight only" --> EXTRA["FIBU books on Sachkonto\n(Infor ERP LN)"] FTYPE -- "Investment" --> INV["Check approved\nInvestment number\n(Infor ERP LN)"] FTYPE -- "VISA" --> VISA["Attach individual receipts\nper cardholder\n(C-Invoicing / d.3)"] INV -->|"Anlagennummer\n+ Sachkonto 090500"| BOOK VISA --> BOOK EXTRA --> BOOK

Key rules:
• Buyers can view each other's inboxes (no deputy needed)
• Buyers may NOT modify supplier data
• Investment invoices require a pre-approved Investitionsnummer

4. Investitionsantrag — Investment Approval

flowchart LR A["Anforderer\nfills form\n(d.3 Workflow)"] --> B["Genehmiger 1\n(d.3 Workflow)"] B --> C["Genehmiger 2\n(d.3 Workflow)"] C --> D["Genehmiger N\n(d.3 Workflow)"] D --> E["Investment number\nassigned and approved\n(Infor ERP LN)"] E --> F["PO can reference\nAnlagennummer\n(Infor ERP LN)"]

Orcha Freigabeprozess