Patent Publication Number: US-8543503-B1

Title: Systems and methods for automated invoice entry

Description:
BACKGROUND OF THE INVENTION 
     Traditional paper invoicing procedures typically involve the seller sending an invoice to a buyer which lists the purchases that have been made, and the buyer in turn sending the seller payment based on the total amount reflected in the invoice. 
     In order to avoid the hassle of lost invoices, payment, and to reduce the amount of wasted paper, electronic invoices are becoming more common. Invoices are sent electronically directly to the buyer and the buyer can then remit payment either directly to the seller or through the buyer&#39;s bank. 
     However, there are still drawbacks to conventional electronic invoices. Bulk invoicing, for example, can be particularly time consuming, as each individual invoice must be uploaded into a computer before they are sent to the buyer in bulk. In addition, electronic invoicing often requires manual entry of information by the seller, which can result in lost time, and ultimately, lost money. 
     There remains a need to streamline the electronic invoicing process in order to increase efficiency and accuracy, saving time and money for both the buyer and the seller. 
     SUMMARY OF THE INVENTION 
     The present invention addresses the need in the art by providing efficient invoicing systems and methods for electronic invoicing. 
     In certain embodiments, the present invention is directed to a computer-implemented method for generating an electronic invoice comprising: receiving a set of invoice field values provided by a user; automatically mapping the invoice field values provided by the user to create mapped data; receiving an image of an invoice of the user; and applying the mapped data fields to the image of the invoice to create an electronic invoice. 
     In certain embodiment, the present invention is directed to a system for generating an electronic invoice comprising: a processor; a memory; and an application stored in the memory of the system and executable by the processor, wherein the application functions to: receive a set of invoice field values provided by a user; automatically map the invoice field values provided by the user to create mapped data fields; receive an image of an invoice of the user; and apply the mapped data fields to the image of the invoice to create an electronic invoice. 
     In certain embodiments, the present invention is directed to a computer-readable storage medium storing computer code for implementing a method for generating an electronic invoice, wherein the computer code comprises: code for receiving a set of invoice field values provided by a user; code for automatically mapping the invoice field values provided by the user to Create mapped data fields; code for receiving an image of an invoice of the user; and code for applying the mapped data fields to the image of the invoice to an electronic invoice. 
     In other embodiments, the present invention is directed to a computer-implemented method for generating batch invoices comprising: receiving a set of invoice field values provided by a user; automatically mapping the invoice field values provided by the user to create mapped data fields; receiving a batch of production invoices comprising individual production invoices of the user; and applying the mapped data fields to the batch of production invoices to create a batch of electronic invoices. 
     In other embodiments, the present invention is directed to a system for generating batch invoices comprising: a processor; a memory; and an application stored in the memory of the system and executable by the processor, wherein the application functions to: receive a set of invoice field values provided by a user; automatically map the invoice field values provided by the user to create mapped data fields; receive a batch of production invoices comprising individual production invoices from the user; and apply the mapped data fields to the batch of production invoices to create a batch of electronic invoices 
     In other embodiments, the present invention is directed to a computer-readable storage medium storing computer code for implementing a method for generating batch invoices, wherein the computer code comprises: code for receiving a set of invoice field values provided by a user; code for automatically mapping the invoice field values provided by the user to create mapped data fields; code for receiving a batch of production invoices comprising individual production invoices from the user; and code for applying the mapped data fields to the batch of production invoices to create a batch of electronic invoices. 
     In yet other embodiments, the present invention is directed to a computer-implemented method for invoice exchange comprising: providing a network membership to a buyer-member and seller-members; providing non-network access information to the buyer-member for use with a non-member seller; providing an interface to the non-member seller; receiving the non-network access information from the non-member seller; receiving invoice information for a transaction with the first buyer-member from the non-member seller to create a completed invoice; validating the non-network access information; and providing the completed invoice to the buyer-member 
     In yet other embodiments, the present invention is directed to a system for invoice exchange comprising: a processor; a memory; and an application stored in the memory of the system and executable by the processor, wherein the application functions to: provide a network membership to a buyer-member and seller-members; provide non-network access information to the buyer-member for use with a non-member seller; provide an interface to the non-member seller; receive the non-network access information from the non-member seller; receive invoice information for a transaction with the first buyer-member from the non-member seller to create a completed invoice; validate the non-network access information; and provide the completed invoice to the buyer-member. 
     In yet other embodiment, the present invention is directed to a computer-readable storage medium storing computer code for invoice exchange, wherein the computer code comprises: code for providing a network membership to a buyer-member and seller-members; code for providing non-network access information to the buyer-member for use with a non-member seller; code for providing an interface to the non-member seller; code for receiving the non-network access information from the non-member seller; code for receiving invoice information for a transaction with the first buyer-member from the non-member seller to create a completed invoice; code for validating the non-network access information; and code for providing the completed invoice to the buyer-member. 
    
    
     
       BRIEF DESCRIPTION OF THE FIGURES 
         FIG. 1  depicts a flow chart for preparing a test invoice using the system, according to certain embodiments of the present invention. 
         FIG. 2  depicts a flow chart for entering invoices into the system, according to an embodiment of the present invention. 
         FIG. 3   a  depicts a flow chart of the entry process of invoices, according to an embodiment of the present invention. 
         FIG. 3   b  depicts a flow chart of the rejection process for invoices, according to an embodiment of the present invention. 
         FIG. 4  depicts a flow chart of the process for non-member seller invoice entry into the system. 
     
    
    
     DETAILED DESCRIPTION 
     The invoicing systems and methods of the present invention automate the exchange of invoices by integrating buyers and sellers via a secure settlement network, allowing companies to optimize working capital, thereby turning accounts payable processing into a profit center. The invoicing system enhances the user&#39;s control over the end-to-end procure-to-pay process. This on-demand technology platform allows companies to achieve effective payables automation, lowering costs and streamlining processes by speeding the migration away from paper and manual processes, reducing data entry and exception management and capturing discounts related to payables spent. Through seamless integration with existing enterprise resource planning and legacy applications, the capability of the invoicing system of the present invention supports invoice tracking and management through an online portal, directly connecting buyers and sellers. Benefits of this aspect of the present invention include, for example, reduced operational costs associated with paper invoice processing, scanning and data entry, increased visibility and control over invoice tracking and history for buyers and sellers, reduced seller inquiry calls by providing all day/all night access to information to sellers, communication of invoice status to all sellers for all invoices, including those submitted through the seller portal, originating from paper, e-file or electronic data interchange (EDI), accommodation of sellers in every industry segment with a suitable invoice options, from paper invoice processing to seller portal access to directed system integration, confirmation to large-seller integration and automated billing requirements, and translation of all invoice data types, including EDI, CVS, XML, AS2 or other electronic documents to buyer-specified formats. Further, as the system is preferably provided by an outside party, responsibility and cost of maintaining the system by the user is removed. 
     To access the benefits of the system of the present invention, both buyers and sellers enroll as members of the invoicing system which allows them access to the system capabilities. In preferred embodiments, the system not only provides invoicing capabilities, but also automates purchase orders, payments and discounts as well. The system of the present invention allows buyers to expand the maximum number of sellers that receive electronic purchase orders and invoices, therefore also eliminating fax, postage, filing, storage and document administration expenses. 
     General System Requirements 
     Various embodiments of the system of the invention and various advantages are described above. The system of the invention or portions of the system of the invention may be in the form of a “processing machine,” i.e. a tangibly embodied machine, such as a general purpose computer or a special purpose computer, for example. As used herein, the term “processing machine” is to be understood to include at least one processor that uses at least one memory. The memory stores a set of instructions. The instructions may be either permanently or temporarily stored in the memory or memories of the processing machine. The processor executes the instructions that are stored in the memory or memories in order to process data. The set of instructions may include various instructions that perform a particular task or tasks, such as any of the processing as described herein. Such a set of instructions for performing a particular task may be characterized as a program, software program, or simply software. 
     As noted above, the processing machine, which may be constituted, for example, by the particular system and/or systems described above, executes the instructions that are stored in the memory or memories to process data. This processing of data may be in response to commands by a user or users of the processing machine, in response to previous processing, in response to a request by another processing machine and/or any other input, for example. 
     As noted above, the processing machine used to implement the invention may be a general purpose computer. However, the processing machine described above may also utilize (or be in the form of) any of a wide variety of other technologies including a special purpose computer, a computer system including a microcomputer, mini-computer or mainframe for example, a programmed microprocessor, a micro-controller, a peripheral integrated circuit element, a CSIC (Consumer Specific Integrated Circuit) or ASIC (Application Specific Integrated Circuit) or other integrated circuit, a logic circuit, a digital signal processor, a programmable logic device such as a FPGA, PLD, PLA or PAL, or any other device or arrangement of devices that is capable of implementing the steps of the processes of the invention. 
     The processing machine used to implement the invention may utilize a suitable operating system. Thus, embodiments of the invention may include a processing machine running the Microsoft Windows® 7 operating system, Microsoft Windows® Vista® operating system, the Microsoft Window®XP® operating system, the Microsoft Windows® NT® operating system, the Windows® 2000 operating system, the Unix operating system, the Linux operating system, the Xenix operating system, the IBM AIX® operating system, the Hewlett-Packard UX® operating system, the Novell Netware® operating system, the Sun Microsystems Solaris® operating system, the OS/2® operating system, the BeOS® operating system, the Macintosh operating system, the Apache operating system, an OpenStep® operating system or another operating system or platform. 
     It is appreciated that in order to practice the method of the invention as described above, it is not necessary that the processors and/or the memories of the processing machine be physically located in the same geographical place. That is, each of the processors and the memories used by the processing machine may be located in geographically distinct locations and connected so as to communicate in any suitable manner. Additionally, it is appreciated that each of the processor and/or the memory may be composed of different physical pieces of equipment. Accordingly, it is not necessary that the processor be one single piece of equipment in one location and that the memory be another single piece of equipment in another location. That is, it is contemplated that the processor may be two pieces of equipment in two different physical locations. The two distinct pieces of equipment may be connected in any suitable manner. Additionally, the memory may include two or more portions of memory in two or more physical locations. 
     To explain further, processing as described above is performed by various components and various memories. However, it is appreciated that the processing performed by two distinct components as described above may, in accordance with a further embodiment of the invention, be performed by a single component. Further, the processing performed by one distinct component as described above may be performed by two distinct components. In a similar manner, the memory storage performed by two distinct memory portions as described above may, in accordance with a further embodiment of the invention, be performed by a single memory portion. Further, the memory storage performed by one distinct memory portion as described above may be performed by two memory portions. 
     Further, various technologies may be used to provide communication between the various processors and/or memories, as well as to allow the processors and/or the memories of the invention to communicate with any other entity; i.e., so as to obtain further instructions or to access and use remote memory stores, for example. Such technologies used to provide such communication might include a network, the Internet, Intranet, Extranet, LAN, an Ethernet, or any client server system that provides communication, for example. Such communications technologies may use any suitable protocol such as TCP/IP, UDP, or OSI, for example. 
     As described above, a set of instructions is used in the processing of the invention. The set of instructions may be in the form of a program or software. The software may be in the form of system software or application software, for example. The software might also be in the form of a collection of separate programs, a program module within a larger program, or a portion of a program module, for example. The software used might also include modular programming in the form of object oriented programming. The software tells the processing machine what to do with the data being processed. 
     Further, it is appreciated that the instructions or set of instructions used in the implementation and operation of the invention may be in a suitable form such that the processing machine may read the instructions. For example, the instructions that form a program may be in the form of a suitable programming language, which is converted to machine language or object code to allow the processor or processors to read the instructions. That is, written lines of programming code or source code, in a particular programming language, are converted to machine language using a compiler, assembler or interpreter. The machine language is binary coded machine instructions that are specific to a particular type of processing machine, i.e., to a particular type of computer, for example. The computer understands the machine language. 
     Any suitable programming language may be used in accordance with the various embodiments of the invention. Illustratively, the programming language used may include assembly language, Ada, APL, Basic, C, C++, COBOL, dBase, Forth, Fortran, Java, Modula-2, Pascal, Prolog, REXX, Visual Basic, and/or JavaScript, for example. Further, it is not necessary that a single type of instructions or single programming language be utilized in conjunction with the operation of the system and method of the invention. Rather, any number of different programming languages may be utilized as is necessary or desirable. 
     Also, the instructions and/or data used in the practice of the invention may utilize any compression or encryption technique or algorithm, as may be desired. An encryption module might be used to encrypt data. Further, files or other data may be decrypted using a suitable decryption module, for example. 
     As described above, the invention may illustratively be embodied in the form of a processing machine, including a computer or computer system, for example, that includes at least one memory. It is to be appreciated that the set of instructions, i.e., the software for example, which enables the computer operating system to perform the operations described above may be contained on any of a wide variety of media or medium, as desired. Further, the data that is processed by the set of instructions might also be contained on any of a wide variety of media or medium. That is, the particular medium, i.e., the memory in the processing machine, utilized to hold the set of instructions and/or the data used in the invention may take on any of a variety of physical forms or transmissions, for example. Illustratively, the medium may be in the form of paper, paper transparencies, a compact disk, a DVD, an integrated circuit, a hard disk, a floppy disk, an optical disk, a magnetic tape, a RAM, a ROM, a PROM, a EPROM, a wire, a cable, a fiber, communications channel, a satellite transmissions or other remote transmission, as well as any other medium or source of data that may be read by the processors of the invention. 
     Further, the memory or memories used in the processing machine that implements the invention may be in any of a wide variety of forms to allow the memory to hold instructions, data, or other information, as is desired. Thus, the memory might be in the form of a database to hold data. The database might use any desired arrangement of files such as a flat file arrangement or a relational database arrangement, for examine. 
     In the system and method of the invention, a variety of “user interfaces” may be utilized to allow a user to interface with the processing machine or machines that are used to implement the invention. As used herein, a user interface includes any hardware, software, or combination of hardware and software used by the processing machine that allows a user to interact with the processing machine. A user interface may be in the form of a dialogue screen for example. A user interface may also include any of a mouse, touch screen, keyboard, voice reader, voice recognizer, dialogue screen, menu box, list, checkbox, toggle switch, a pushbutton or any other device that allows a user to receive information regarding the operation of the processing machine as it processes a set of instructions and/or provide the processing machine with information. Accordingly, the user interface is any device that provides communication between a user and a processing machine. The information provided by the user to the processing machine through the user interface may be in the form of a command, a selection of data, or some other input, for example. 
     As discussed above, a user interface is utilized by the processing machine that performs a set of instructions such that the processing machine processes data for a user. The user interface is typically used by the processing machine for interacting with a user either to convey information or receive information from the user. However, it should be appreciated that in accordance with some embodiments of the system and method of the invention, it is not necessary that a human user actually interact with a user interface used by the processing machine of the invention. Rather, it is also contemplated that the user interface of the invention might interact, i.e., convey and receive information, with another processing machine, rather than a human user. Accordingly, the other processing machine might be characterized as a user. Further, it is contemplated that a user interface utilized in the system and method of the invention may interact partially with another processing machine or processing machines, while also interacting partially with a human user. 
     It will be readily understood by those persons skilled in the art that the present invention is susceptible to broad utility and application. Many embodiments and adaptations of the present invention other than those herein described, as well as many variations, modifications and equivalent arrangements, will be apparent from or reasonably suggested by the present invention and foregoing description thereof, without departing from the substance or scope of the invention. 
     Accordingly, while the present invention has been described here in detail in relation to its exemplary embodiments, it is to be understood that this disclosure is only illustrative and exemplary of the present invention and is made to provide an enabling disclosure of the invention. Accordingly, the foregoing disclosure is not intended to be construed or to limit the present invention or otherwise to exclude any other such embodiments, adaptations, variations, modifications and equivalent arrangements. 
     Electronic Invoicing 
     Using the system of the present invention, sellers are able to export invoice data from their account receivables, billing or other invoicing system and upload that data to be electronically sent through the system network. The system of the present invention provides an automatic configuration feature which walks sellers through the process of mapping an exported invoice file format to the buyer&#39;s invoicing fields in order to pre-certify their file format for production electronic invoicing. The system will ask the seller for specific invoice field values as a test invoice which the seller exports and uploads into the system. The system then automatically maps those values to the buyer&#39;s required invoice fields. 
     The automated mapping feature allows a user to convert paper invoices into electronic invoices. The system receives a scanned image of a paper invoice and uses the mapping feature to match the data from the image with the mapped field values, and insert the data into an electronic invoice form. The electronic invoice can then be sent directly to the buyer for reconciliation. 
     Another advantage of the system of the present invention is that is allows for bulk-upload of invoices. Typically bulk invoicing requires a separate mapping network at the seller&#39;s end, which can be very expensive and time consuming. The system of the present invention provides all mapping for the seller to allow for easy upload of multiple invoices. 
     Referring now to  FIG. 1 , a seller first sets up an account with the system  101 . The seller then downloads instructions and a test invoice from the system for Buyer  1102 . The seller will then enter the test invoice into their own accounts receivable system for completion of the appropriate data for the field values  103 , exports the completed test invoice as a CSV file and uploads the CSV file to the invoicing system  104 . In preferred embodiments, the invoice field values contain a range of tolerances that are acceptable to the seller. The system is programmed to recognize the reference transaction and the file type using recognition logic  105 , and creates a mapping field to map the invoice field values using mapping logic  106 . The system validates the data entered into by the seller using validation logic  107 . If there is an error, the system will notify the seller using notification logic  108 . The seller will need to reenter the information into the system, beginning at step  103 . In certain embodiments, the system also presents the seller with a manual mapping tool to use for any information which the seller may need to input manually (not shown). If the test invoice has been uploaded accurately, the system will record the status of the invoice for the applicable buyer as “ready” using recordation logic  109 . In certain embodiments, Buyer1 will receive a test transaction from the system to further validate the accuracy of the test invoice using testing logic  110 . Seller will receive notification from the buyer, either directly or through the system, informing the seller that the test transaction has been completed  110 . In certain embodiments, the seller creates a credit transaction to further test the test invoice  111 . 
     Once the test invoice is completed and validated, seller can now begin to upload invoices into the system to convert paper invoices into electronic invoices. Single invoices can be uploaded, or invoices can be bulk-uploaded into the system. Referring now to  FIG. 2 , preferably, if the buyer is funding the account, then the seller simply faxes or mails the paper invoice to a number or mailbox which is specified for that particular buyer  201 . The system then identifies the appropriate buyer fields in the invoice using identification logic  202 , the invoice is scanned into the system  203 , and then proceeds to invoice entry using routing logic, shown in  FIG. 3   a . If the seller is funding the account, preferably the seller prepares a coversheet containing buyer identification  204 . In certain embodiments, the cover sheet can be pre-printed with buyer information. The seller then faxes or mails the invoice with the coversheet to a single number or mailbox  205 . The system scans in the coversheet and the invoice  206  and then checks the databases to determine if the buyer exists in the system using verification logic  207 . If the buyer identification is not present in the system, the invoice proceeds to the rejection process using routing logic, shown in  FIG. 3   b . If the buyer identification is present in the system, the system then determines if the buyer is a public or private company using determination logic  208 . Preferably, private companies will have credit cards on file to charge settle the transaction  209 . If the initial card transaction fails, the invoice proceeds to the rejection process using routing logic, shown in  FIG. 3   b . If the initial card transaction passes, the system enters the invoice into the system  211  using routing logic, as shown in  FIG. 3   a . Similarly for public companies, the system checks to verify the public company is in good standing using verification logic  210 . If the public company is in good standing, the invoice gets entered into the system  211  using routing logic, as shown in  FIG. 3   a . If the public company is not in good standing, the invoice proceeds to rejection using routing logic, as shown in  FIG. 3   b.    
     Referring now to  FIG. 3   a , if the invoice is proceeding to entry, the system verifies if there is an accompanying purchase order (PO) entered into the system using verification logic  301 . If there is an accompanying PO, the system will input the invoice line detail into the invoice using matching logic  302 , based on the test invoice previously entered. If the invoice field values contain a range of tolerances, the system will verify the data contained in the paper invoices fall within the range of tolerances (not shown). If the data does not fall within the range of tolerances, the system will notify the seller accordingly (not shown). If there is not an accompanying PO, the system will enter a summary of the invoice  303 . The system will then automatically load all files to the disburser using loading logic  304 , completing the entry process. In preferred embodiments, buyers with multiple invoices will be added collectively and billed monthly  305 . 
     Referring now to  FIG. 3   b , if the invoice is rejected, the system enters the reasons for rejection into the system using entry logic  306  and creates a notification  307  using notification logic which is then sent to the seller  308 . Rejection notification may be sent, e.g., by e-mail, fax, or mail. 
     Non-Member Invoice Webforms 
     In certain embodiments, the present invention also allows buyers to provide select sellers who are not members of the network with the ability to submit invoices through a publicly available interface. Such an embodiment allows non-member sellers to submit invoice information to buyers through standardized web forms without the need to login or sign up for a network account. 
     In preferred embodiments, the standard webform has entry fields identified by the buyer and seller, a security control tool, and standard terms and conditions for electronic invoicing. 
     The non-member seller will be provided with information to find the appropriate form to use with the buyer. In order to facilitate the process, the system will store each buyer&#39;s unique identification. The non-member seller will then be able to use the buyer&#39;s identification to access the appropriate invoice. 
     Upon initial use, the buyer will verify buyer identification information, such as a unique number or an e-mail address, to ensure that sellers are receiving accurate information. Non-member sellers will also have identifying information stored on the system, such as, for example, a unique number or an e-mail address. The non-member seller identification will be used to link to the buyer&#39;s correct vendor, remittance site, and set, if there are multiple ERP&#39;s on record. 
     The buyer will provide all necessary information to the non-member seller, preferably in an e-mail, for logging onto the system and accessing the buyer invoice. Necessary webform information includes, e.g., a link to the interface, such as a URL, the buyer&#39;s identifying information (e.g., unique buyer organization system identification, buyer&#39;s requester e-mail address, etc.) and the seller&#39;s identifying information (e.g., seller&#39;s e-mail address, seller&#39;s remittance address, captcha code verification, etc.). Non-member seller invoice entry is typically initiated with a message from the buyer providing the non-member seller with the information the non-member seller will need to create an invoice. Once the non-member seller navigates to the public interface, an invoice webform will be presented. The non-member seller will be directed to complete the form appropriately. After completion of the webform, the system will verify if the identifying information for both the buyer and the seller is valid. 
     Once all information is validated, the buyer will then need to approve the invoice. The buyer will receive notification from the system that an invoice has been submitted by a seller. Invoices will be stored in the system and accessible to the buyer. The buyer can search for invoices though the system, based on their unique permissions. The buyer can then add additional information if needed, save for later submission, approve or reject the invoice. 
     Referring now to  FIG. 4 , the buyer will first enter the non-member seller identification into the system  401 . When the buyer has entered multiple non-member sellers into the system, the buyer has the option to select the specific non-member seller who will receive the webform information  402 . A notification is then sent to the seller regarding their entry into the system using notification logic  403 . The notification will contain the necessary information required to access the buyer&#39;s webform, which includes a URL, hyperlink or web address to the public interface. Either the system or the buyer can send the notification to the non-member. The non-member seller will then access the interface to obtain the webform  404 . The non-member seller enters the requested identifying information into the system  405 , along with invoice data directly into the webform  406 . For security purposes, the interface may require the seller to provide security information, such as, e.g., a challenge key, numerical identification number (e.g., non-sequential 6-11 digit number), e-mail address of buyer or seller, captcha image, etc.  407 . The system may also require that the seller accept the interface terms and conditions  407 . Once completed, the seller then sends the invoice request into the system  408 . The system determines if the requested identifying information is valid using validation logic  409 . If valid, the invoice request is converted to an invoice and proceeds to invoice exception processing using routing logic  410 . If the credentials cannot be validated by the system, the system will notify the seller of the rejection using notification logic  413 . Once validated, the system then verifies that all information inserted into the webform is in proper format using verification logic  410 . If validated, the invoice then moves on for buyer approval using routing logic  411 . If the invoice information is not validated, the seller will receive notification from the system of the same using notification logic  413 . 
     Additional System Capabilities 
     In addition to electronic invoice submission, the system of the present invention can be used in conjunction with existing ERP and legacy applications to create a central seller management system that improves and simplifies seller profile data. In such embodiments, the system additionally provides advanced shipment notification, invoice payment processes, rich remittance data with payments, real time validation and matching, online status tracking, collaborative online dispute resolution, and robust security. 
     The foregoing description of various embodiments of the invention have been presented for purposes of illustration and description. It is not intended to limit the invention to the precise forms described.