Purchase to Pay Process

With a digitized purchase-to-pay process, you work more efficiently and, above all, more environmentally friendly, because numerous processing steps are automated and digitized.

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What Is a Purchase to Pay Process?

A purchase to pay process (also known as "Procure to Pay"), or P2P for short, refers to all the steps within a company that are handled from the time a requisition is submitted to the time an invoice is paid, starting with the purchase requisition, continuing through the purchase order, and ending with invoice processing. It literally means "from purchase to payment".

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Procurement

Create purchase requisition

Create purchase requisitions:

  • Intuitive entry in the SAP system and in the browser
  • Linking of web shops and catalogue systems via OCI interface
Check/Approval

Check/Approval:

  • Flexible approval strategy for purchase requisitions
  • Automated identification of processors
  • Complete monitoring of the approval status
Trigger order

Trigger order:

  • Purchase requisition is converted into an order
Check/Approval

Check/Approval:

  • Flexible approval strategy for orders
  • Automated identification of processors
  • Complete monitoring of the approval status
Goods receipt

Goods Receipt:

  • Goods receipt is posted in the system

Invoice Processing

Invoice receipt from various sources

Invoice receipt from various sources:

  • Invoice receipt from any source (e.g. mail server, OCR server, SAP system, etc.)
  • Processing of different invoice formats (xInvoice, ZUGFeRD invoice, EDI/IDoc, etc.)
Matching with orders

Matching with orders:

  • Automated matching of materials management (MM) invoice and purchase order
  • MM invoice without errors = fully automated posting
Check/Approval

Check/Approval:

  • MM invoice with errors = invoice must be checked again
  • FI invoices pass through the controlling/approval process as determined by the company
Pay invoice

Pay invoice:

  • Once the approval processes have been completed, the invoice will be paid

Our Reference Customers

Many well-known companies from various industries rely on our solutions.

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Advantages of a Unified and Digital Purchase to Pay Process

  • Automatic posting - If order related invoices match the purchase order, the invoice can be posted automatically.
  • Better data quality - Errors are reduced to a minimum thanks to continuous dovetailing of business processes without media discontinuities.
  • More efficiency - Accounting and purchasing are better aligned and administrative steps are reduced, resulting in a higher level of automation.
  • Increased transparency - All processing steps along the process are documented and can be viewed at any time across departments.
  • Time and cost savings - Our P2P process not only eliminates the need for cumbersome paper documents, but also saves valuable processing time and process costs.
  • Optimal flexibility - We adapt our software to your company-specific requirements. In addition, we focus our solutions on user-friendliness.
  • Improved clarity - Thanks to centralised document storage, both the current processing status and the area of responsibility are visible.
  • Investment and future security - Since their introduction, our products have been continuously developed and adapted to the latest SAP releases.
  • Sustainability - Working in an environmentally conscious and friendly way with a paperless office.

Transparent Instead of Complicated:
the Digital Purchase to Pay Process

The purchase to pay process consists of a large number of complex and time-consuming individual commercial transactions in a company. Many departments and employees are involved in this process. Numerous documents are generated and distributed throughout the company. If this process chain is paper-based and handled manually, not only is the time and personnel expenditure very high, but there is also room for error. In addition, the necessary transparency of the process and the individual processing steps is lacking, making the process confusing and complex. A digital and automated purchase to pay process, on the other hand, can be designed flexibly and efficiently, minimizes errors and increases transparency. All processing steps are optimally supported and logged. Cost-intensive and frustrating processes are thus a thing of the past.

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Contact Us

Would you like to learn more about our SAP solutions and the digital purchase to pay process? Make an appointment today or leave us an personal message.

Purchase to Pay with maxflow® 

With our maxflow® products, the entire process from purchase requisition to invoice payment can be mapped optimally and efficiently. The uniform process optimization without media discontinuity reduces the workload of the respective departments of the company, accelerates the process and minimises the processing costs.

PURCHASE

1. Create Purchase Requisition

With our modern purchase requisition workflow maxflow® procurement, employees can enter their purchase requisitions either conveniently in the SAP system or via user-friendly websites. Catalog systems or web stores can be connected via an OCI interface. The purchased items in the shopping cart are automatically transferred to an SAP purchase requisition.

2. Check and Approval of the Purchase Requisition

maxflow® procurement automatically checks which employee is authorized to approve requisitions at which level and distributes the tasks to be processed. If the responsible processor is not available (e.g. illness, vacation, etc.), the assigned substitute automatically receives a request for approval. The approval strategy can be set up flexibly and according to company-specific requirements.

3. Trigger Order

With the help of maxflow® procurement, a purchase order can be quickly and easily created in the SAP system or the purchase requisition can be converted into a purchase order. Of course, purchase orders can also be entered manually in the system.

4. Check and Approval
of the Order

Here, too, the assignment of the responsible processors and the distribution of tasks is fully automated. With maxflow® purchase order, multi-level approval procedures can be set, which can be dependent on various criteria (e.g. price, material group, factory, etc.). With the help of the maxflow® portal integration (web browser), purchase orders can be approved and queries can be processed even without direct access to the SAP system.

5. Goods Receipt and
Goods Registration

As soon as the goods have been delivered and received by the company, they are checked for completeness and possible damage. The goods receipt is then entered in the system.

PAY

6. Receipt of Invoices

A wide variety of channels are now available for the receipt of invoices (PDF invoice, paper invoice, xInvoice, ZUGFeRD invoice, EDI/IDoc, etc.). Our universal SAP interface maxflow® interface accepts incoming invoices from any source (e.g. mail server, OCR server, SAP system, etc.) and creates an SAP document from this data, which is automatically compared with the SAP master data and completed if necessary. The associated invoice image is archived automatically in an audit-compliant format using ArchiveLink.

7. Matching with Order

First, the incoming invoice (if MM invoice) is automatically matched with the purchase order. If the invoice corresponds to the purchase order, the invoice can be posted in a fully automated manner without manual intervention.

8. Check and Approval
of the Invoice

Incorrect MM invoices (which do not match the purchase order) must be rechecked and revised. FI invoices pass through the check and approval process specified by the company, i.e. maxflow® invoice management checks which employee is authorized to approve invoices at which level and automatically distributes the tasks to be processed. If the responsible processor is not available (e.g. illness, vacation, etc.), the assigned substitute automatically receives a request for approval. The verification and approval of incoming invoices can be done in the SAP GUI, in the web browser as well as on mobile devices (e.g. smartphone, tablet, etc.). All invoices are stored centrally in the invoice receipt book and the approval history is transparently logged.

9. Payment

Payment of the invoice represents the last step of the purchase to pay process. Here, the time of payment and discounts play an essential role. The SAP integration of maxflow® eliminates the need for manual data entry during the booking process.

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