Accounts Payable

After suppliers submit their data, e-invoicing takes over. The precise process varies across different Accounts Payable functions, but typically includes:

• Administrative checks – to confirm the presence of standard details required to approve the invoice.
• Matching and reconciliation – if your system generates a purchase order, this matches the order to the invoice and highlights any discrepancies.
• Workflow management – the workflow functions will alert your authorisers when an invoice is ready for review or approval. This is completely customisable, and can handle issues such as two authorisers being required to sign off large invoices.
• Status reports – your suppliers can access the portal to see if their invoice has been processed or paid.
• Secure messaging – buyers and suppliers can send more than just invoices and purchase orders, for example information about disputed invoices.
• Audit trail – you have a full record of every transaction and user event.
• Management information – up-to-date and accurate data designed to give your business the insight it needs.
• Archiving - data sent to the portal is stored for a minimum of 12 months to satisfy all relevant regulatory requirements. RBS can store data for longer periods should this be required.

Works with your existing systems - We recognise that your business has already made a significant investment in billing and accounting systems. That’s why we’ve designed our solution to work seamlessly with these systems – no matter who the vendor or what the data format.

It removes error-prone manual processes, helping to reduce your costs and improve supplier relations.

What can the system do?

• Remove paperwork - if required the service can create and present purchase orders, as well as managing the Accounts Payable process.
• Work with any type of data – you can receive invoices in any format from your entire supplier base.
• Conform with your existing systems - import document data directly, with no need to re-key information.
• Give an accurate snapshot – you will always know your precise invoice liabilities.
• Handle disputes – remove the cost of dealing with the majority of disputed invoices, while improving the service you give to suppliers.
• Reduce costs – take advantage of early payment terms.
• Track and record – there’s a full audit trail archive as well as a comprehensive document history.
• Data match – the e-invoicing service will cross reference and match incoming invoice data against purchase order data.

Cooperative suppliers are at the heart of any efficient Accounts Payable system. That’s why we not only provide suppliers with the tools they need, but communicate with them at every turn.

Draft a communication plan

We work with your Accounts Payable teams and buyers to agree how we will communicate your switch to e-invoicing.

Support suppliers

We provide a technical helpdesk to manage any questions your suppliers may have about interacting with our e-invoicing service.

Provide choices

Suppliers are more likely to sign up to your process if they have choices, so that is precisely what we provide. There is an invoice submission method for every type of supplier, from small businesses using entry-level software to generate invoices, through to large multi-nationals using proprietary data formats.

Options include:

• An ebPrinter® – the most popular way to submit invoices. Suppliers simply install a free piece of software called ebPrinter. The supplier prints the invoice to the ebPrinter, and the system does the rest – formatting the data, securing it and sending it to your system.
• Web forms – a straightforward option for suppliers without sophisticated accounting or bookkeeping systems.
• Straight-through processing – your larger suppliers may use systems such as SAP and Oracle. This option allows them to send their invoices directly to your system.

We recognise that your business has already made a significant investment in billing and accounting systems. That's why we've designed our service to work seamlessly with any system - no matter who the vendor or what the data format.

e-invoicing removes error-prone manual processes, helping to reduce your costs and improve customer relations.