INFlow is an inbound invoice processing solution that automates vendor bill posting and provides an easily configurable approval flow process for purchase transactions in NetSuite. Our INFlow Portal designed for handling pending approval transactions does not require additional NetSuite licenses.

INFlow is an inbound invoice processing solution that automates vendor bill posting and provides an easily configurable approval flow process for purchase transactions in NetSuite. Our INFlow Portal designed for handling pending approval transactions does not require additional NetSuite licenses.

INFlow for automated inbound invoicing management

Staria's INFlow solution automates the posting of incoming electronic documents that are sent by e-invoicing operator/scanning services directly to NetSuite; it has an in-built Bill-to-PO matching mechanism; offers flexible approval flows and INFlow Portal - a user-friendly and low-cost interface for handling bills.

Key Benefits

  • No need to maintain additional systems for AP management - all features are available within NetSuite
  • No manual bill entry
  • Flexible bill posting rules
  • Easily configurable approval process for all purchase transactions, to handle various approval scenarios
  • Low cost INFlow portal for approvals/postings 
  • AP Accruals for easy month-end closure process

Features

  • Automated bill posting including new vendor record creation
  • Easily configurable Approval Matrix
  • INFlow Portal for approvals/postings
  • Bill to PO/Bill to Item Receipt matching mechanism
  • AP Accruals

Automated bill posting

Bills arrive directly in NetSuite from your e-invoicing operator/scanning services company and are posted using a set of rules that can be defined in INFlow Preferences.

New Vendors can be automatically created and routed to designated people for review/approval. The bill from unidentified vendor can otherwise be routed to the error queue for investigation.

Vendor Bank Account details defined in the incoming file are matched against those already existing. If they are new, they can be automatically created or users can be warned to verify the correctness first.

Approval Matrix

Different approval flows can be defined using the following conditions:

  • Stand-alone bill or bill linked to PO?
  • Bill against stock PO or non-stock PO?
  • Is stock PO already received?
  • Are the discrepancies (in terms of price/quantity) within the defined tolerance limits?
  • Based on different amount ranges
Approver can be:
  • Purchase Requester defined on PO/Bill
  • Defined on Vendor record
  • Defined on related Project record
  • Defined by line-level department/class (support for multiple approvers by classification at any given approval level)
  • Can be grouped by saved searches
  • Can be assigned personal approval limits
  • Can receive scheduled or one-time reminder emails




INFlow Portal

INFlow Portal enables users to perform the following actions:

  • View posted bills that are pending for their approval along with the PDF image
  • Set/change line level project/ account/tax code/ department/ class values
  • Perform the bill line splitting by amount or percentage, if there is a need to attribute the expense to more cost centres
  • Set the bill on Approval Hold so it is flagged for investigation and not sent for further approval

Bill to PO or Bill to Item Receipt matching

  • Matching of quantity/price/item codes
  • Definition of quantity/price discrepancy tolerance limits at Item/Vendor level
  • Bill matching against PO for service items/against Item Receipt for stock items
  • Keeping Bill in Pending Goods state if goods not yet received; automatic approval process trigger once the goods received

AP Accruals

During the monthly closure, user can run AP accruals to automatically post expenses of pending approval bills into the GL, so your P&L is accurate.
The posted journal is automatically reversed the next accounting period.

Staria Oyj is an information system and financial services company whose mission is to enable the most efficient services and tools for its customers to use in modern business. Staria’s services include local and international information systems, financial, HR and payroll solutions, as well as specialist services and Robotic Process Automation. Staria is the only company in Europe that can offer international accounting and enterprise resource planning services to over 30 countries through one assigned team. Staria is also the most internationally recognized NetSuite partner. Established in 2003, the company is fully owned by its employees.

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