Application solution is supporting the process of preparation and verification of incoming invoices. The e-Authentication application is based on Microsoft SQL Server database, OpenText Content Manager software for Document and Record management and on integration with SAP system.

The goal of application is to

  • Establishing the complete control over the entire process of verifying incoming invoices, from receipt of invoices until the final posting of invoices in SAP FI. For each invoice, it will be known at all times to whom the individual step in its processing was assigned, when it was assigned and when the step was performed

  • Increasing the quality and speed of the process through the elimination of paper documents, electronic insight into the documents required for verification of invoices, as well as into the previous invoices of the same supplier

  • Increasing the security of the process and the confidentiality of information through the elimination of paper documents, through the controlled assignment of tasks to the participants in the process and through the insight into the data only by the participants involved

The “e-Invoice” system is applied in receiving, approving, controlling and monitoring the entire process of invoice verification and accompanying documentation focusing on integration with the central information and business system of SAP ERP.

The project of implementation of the centralised “e-Invoice” system covers the level of the entire organisation and caters the needs of all the participants who perform certain activities within the specified business process.

The main objectives that will be achieved are

  • raising the quality of the management and verification service of incoming invoices and accompanying documentation

  • providing quality services of recording, monitoring and administration of documentation related to incoming invoices with special attention to the approval of the accompanying documents

  • openness and transparency of the system towards all participants through timely insight into the information on the invoice verification status

  • costs reduction and time savings, productivity increase

  • unifying documentation for all business units through standardised formats

  • integration with others systems, i.e. with the central information system SAP ERP system

The invoice verification process starts after the incoming invoice is recorded in the SAP system as an SAP document and stored in the MF CM system as an unstructured document (paper invoice scan, XML file of the e-invoice, etc.).

The Web application is used to complete the electronic liner, i.e. the verification preparation and the verification itself.
Invoice Electronic liner: is a program / data-bound set of documents and data sent to verifiers as a basis for invoice verification. The electronic liner may consist of one or more documents.

Completing the Invoice electronic liner

In addition to the scanned invoice, the electronic liner also contains other documents necessary for verification: purchase request, contract, purchase order, receipt, record of performed services and, if necessary, other documents.

Defining the list of validators

  • The list of validators is prepared programmatically, based on data and accompanying documents associated with the invoice, and verification rules depending on the amount of the invoice, users who initialise the verification process have the opportunity to update the program-defined list of validators, define the order of verification and start the verification process

  • Validators have the ability to define sub-validators

  • Once a day, a list of invoices that needs to be verified, is sent to the validators by e-mail

  • Validators have the right to review the basic invoice information to be verified, the image of the scanned invoice and all documents in the invoice electronic liner


After initiating the verification process, individual validators according to the order defined in the list, have the opportunity to review the invoice and documents from the folder, add the document to the folder, and verify or reject the invoice verification, stating the reasons for the refusal verification process is terminated.

Completion of verification

Invoices that have been verified as valid will, at the end of the verification, receive the status that they can be posted to the SAP system, which will be seen in the list of verified invoices. Based on such a list, posting will be performed in the SAP ERP system.

Invoices for which the verification has been denied or the processing has been otherwise interrupted will not be posted into the SAP ERP system but will receive the status that processing was terminated, the reason for termination and will be returned to the creator of the verification list who further decides on the process continuation.

This can be, for example, cancelling an invoice and returning an invoice to a vendor, which may be followed by re-sending the invoice, which restarts the process.