Purchase Invoice Management (PIMS)

Supercharge your slowest accounting process by circulating and managing your purchase invoices in the cloud

At the core of PIMS sits a data base that records header details for each Purchase Invoice, but which facilitates the attachment of a scanned image of the documentation in PDF format.

Makes the receipt, registration, circulation and approval of Purchase Ledger Invoices and Credit Notes an efficient process, with additional internal controls compared with traditional labour intensive “paper- flow” method.

Integral to the system is that all actions are handled electronically, ensuring minimal delays between accounts and the authorising manager, whilst also ending the movement of paper.

Features Benefits

System lets the client set Authorisation limits for each authoriser, with single or multi- approval rule sets, all controlled by an authorisation matrix

Provides an efficient system built within company guideline parameters, saving the time of managers and senior executives

An electronic record of the flow of invoices and associated authorisation is automatically maintained, even those invoices requiring multiple authorisation

Provides an audit trail of all invoices raised and authorised

Software application which uses the cloud, only requiring a web browser on an internet connected device

Less resource hungry than paper-flow method, not requiring software download to install

Aids budgetary control, the system allows authorising managers to apply nominal codes to invoices or let the accounts dept do it

Saves time and efficiency

The system warns against duplicate supplier invoice numbers prior to circulation

Avoids the processing of duplicate copies of invoices

The electronic approval system allows authorisers of documents to see previous invoices from the same supplier

Helping to avoid paying for something twice

Data entry of additional notes when approving or rejecting an invoice is facilitated and visible online

Maintains correct audit trail with appropriate documentation

System can produce a file for subsequent upload to account packages and online reports can be output as PDF for import to Excel

Versatility and ease of circulation for analysis where appropriate

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