Description:FORM 2
THE PATENTS ACT 1970
(39 of 1970)
&
The Patents Rules, 2003
COMPLETE SPECIFICATION
(See section 10 and rule 13)

1. TITLE OF THE INVENTION: AN INTEGRATED SYSTEM AND METHOD FOR INVOICE PROCESSING IN LARGE SCALE ORGANIZATIONS
2. APPLICANTS:
(a) Name : WELSPUN TRANSFORMATION SERVICES LIMITED
(b) Nationality : INDIAN
(c) Address : WELSPUN HOUSE, 7TH FLOOR, KAMALA CITY, SENAPATI BAPAT MARG, LOWER PAREL, MUMBAI-400013.MAHARASHTRA-INDIA

PROVISIONAL
The following specification describes the invention. ?COMPLETE
The following specification particularly describes the invention and the manner in which it is to be performed.

FIELD OF INVENTION
The present invention relates to an integrated system and method for invoice processing in large scale organizations. More particularity, present invention provides an integrated platform for invoice processing and associated quality checks to counter the lacuna observed in current state of the art for large scale organization or conglomerates.
BACKGROUND OF INVENTION
Implementing an efficient accounts payable system is a persistent challenge for many large organizations. The complexities are particularly pronounced in the collection, review, and payment of supplier invoices, especially when dealing with high volumes. This challenge is further compounded for organizations with multiple divisions operating diverse functions across various geographical locations.
Large organizations encounter difficulties in streamlining their accounts payable processes due to the diverse range of goods and services they procure from numerous sources. The lack of uniformity in the receipt and processing of invoices within these organizations hampers automation efforts and contributes to inefficiencies in the overall accounting process.
To address these issues, organizations need to focus on establishing standardized procedures and leveraging technology solutions to streamline the accounts payable workflow. Implementing a centralized system that consolidates invoice management across different divisions and locations can enhance efficiency. Automation tools, such as optical character recognition (OCR) for invoice scanning and data extraction, can help in standardizing the input process and reducing manual errors.
Encouraging communication and collaboration across divisions can greatly enhance the cohesion and synchronization of the accounts payable process. This entails establishing clear communication channels and implementing shared platforms that offer real-time visibility into the invoice lifecycle. Creating consistency in how invoices are received, reviewed, and processed sets the stage for effective automation and enhanced efficiency within accounts payable systems.
The lack of uniformity in invoicing stems from diverse factors. For example, certain suppliers may have the capability to submit payment requests electronically, while others may rely solely on fax or paper invoices. Suppliers submitting paper invoices might utilize various paper formats determined by their respective accounting systems. Moreover, aside from external suppliers, internal invoices might also originate, such as those from employees seeking reimbursement.
Moreover, beyond the general inconsistency in invoice formats, the handling process post-receipt varies based on the nature of the payment request. For instance, routine matters like purchase orders ("POs") might not demand extensive details within the accounts payable system, given that the system might already store vendor information. Conversely, one-time transactions typically necessitate additional specifics that might not be furnished by the supplier but rather need input from an internal requester. Furthermore, while some invoices require approval, others do not. Consequently, the complexity of managing diverse invoice types and payment procedures within large organizations severely curtails the efficient automation of invoice processing and the timely provision of valuable accounts payable data.
Even with business owners' dedicated efforts to handle their finances, they encounter a range of payment-related challenges including late payments, non-payment, fraudulent transactions, and the instability of currency rates. These issues wield a significant impact on a business's cash flow, overall profitability, and day-to-day operations.
Poorly managed invoice procedures not only diminish your credibility with suppliers but also lead to production bottlenecks and jeopardize your cash flow. Embrace digital solutions and redefine your accounts payable methods to gain a more transparent view of your financial status and ensure that your payment processes are agile and efficient.
The AP department of the conglomerate consistently grappled with concerns regarding the number of late-arriving invoices from their trusted suppliers. Ineffective invoice processing services can significantly impact the profitability of manufacturers, regardless of their size. The cumbersome task of managing extensive records and spreadsheets, conducting manual checks, and navigating through lengthy approval processes collectively contributes to increased overall costs, as well as loss of time and resources.
The manual input of invoice data, verification of purchase orders, and the continuous cycle of manual filing are catalysts for inefficiencies within invoice processing services. The entire sequence involving collection, validation, routing, approval, and payouts of paper-based or email-based invoices is notably time-consuming. Large corporations or conglomerates have observed following anomalies stemming from smooth payment processes.
1. Fluctuations or irregularities in invoice payments that have a direct impact on the supply chain and production processes.
For manufacturing units, essential investments in raw materials, machinery, and equipment are pivotal. Managing a diverse supplier-vendor network across different locations is essential. Delays in invoice payments can not only frustrate suppliers but also endanger inventory levels, leading to potential production bottlenecks.
2. Manual handling often introduces a higher likelihood of human errors into the process.
One of the major challenges persisting in non-automated AP processes revolves around data entry errors and the potential for missing or inaccurate data. The manual entry of invoice data into computer systems is both time-consuming and prone to mistakes. Even a small error in transferring numbers can lead to costly mistakes for your business.
Additionally, manual invoice approvals consume a significant amount of time. The AP team needs to confirm approvals with relevant personnel, which can face delays if invoices are mailed or printed. Subsequently, the follow-up process through emails and calls to ensure approvals, resubmissions, and other actions further extends processing times, demanding additional time and effort.
3. Delays in processing invoices directly impact credibility
Mid to large-sized manufacturers typically contend with numerous suppliers submitting invoices in diverse formats to different recipients. Handling thousands of invoices each month is a daunting task, prone to errors that result in delayed or inaccurate payments.
As a consequence, impacted vendors might reduce supply, services, or quality standards, shortening payment terms in response to payment delays or inaccuracies. This can significantly disrupt your production line and diminish goodwill and brand reputation over time.
4. Multiple data points across invoices increase data capture complexities
Processing hundreds of thousands of invoices annually poses a significant challenge, especially considering the complexity and multitude of data points within them. Any omission of crucial data within these invoices disrupts communication, routing, and the approval process.
Relying on manual techniques to manage this vast volume of invoice data and supplier information is an exhaustive endeavor. The situation exacerbates when information is missing or when invoice images are unclear, further complicating the process.
5. The absence or duplication of invoices directly affects cash flow
Managing multiple invoices from various vendors often leads to significant confusion, especially when suppliers don't send invoices consistently. This irregularity disrupts payment planning and scheduling. Moreover, the reception and approval of duplicate invoices from the same supplier can lead to overpayments, triggering subsequent challenges in recovering those excess payments.
Without a well-defined payment process, the lack of harmony between Accounts Payable managers and suppliers often results in unpaid invoices. This breakdown in communication and process obstructs the optimal flow of cash within the organization.
6. The extensive and manual handling of invoices incurs substantial costs
The challenge of invoice processing is compounded by the significant investment in terms of time, effort, and money. As per a report from agency, manufacturers dealing with up to 100,000 invoices annually incur an average cost of approximately $6.10 per invoice through manual processing. For those handling 20,000 or fewer invoices, the cost escalates dramatically to an astonishing $15.97 per invoice.
7. Lack of visibility across manufacturing expenditures is a prevailing issue for large organizations
Disorganized invoicing procedures and outdated systems result in information silos and limited, if any, visibility. The lack of a unified information management process deprives manufacturers of crucial insights into spending patterns. These insights are essential for effective budgeting, inventory management, and strategic planning within the supply chain.
8. Failure to comply with contractual agreements significantly impacts security
Ensuring compliance with contractual, legal, and policy obligations is paramount during invoice exchanges between parties. Elements such as verifying origin authenticity, content integrity, proper storage, and legibility must align with local legislation or rules. Non-alignment with legal compliance can elevate the ratio of disputed invoices against the total and result in paying prices higher than originally quoted.
Indeed, the manual inputting, coding, and verification of invoices is an exceptionally labor-intensive process. Industry averages suggest that an Accounts Payable employee can only handle about five manual invoices per hour, highlighting the slow pace of this method. Moreover, the cost per processed invoice tends to be relatively high in such manual processing scenarios.
In addition to the tasks mentioned earlier, the Accounts Payable (AP) team encounters the challenge of receiving invoices in multiple formats—such as paper, email, or PDF—before manually entering and coding them into the ERP or accounting system. In large organizations, the AP department typically operates within a purchase order system. Here, they must meticulously compare each invoice with its corresponding purchase order, meticulously reviewing line by line to ensure alignment with agreed-upon terms, including price, order date, and other conditions.
This verification process becomes even more intricate when businesses use receipts to track received quantities against the ordered quantities, introducing a third reference point that necessitates meticulous cross-checking.
Absolutely, the approval process for invoices often involves routing them to department heads for authorization. In many cases, this might entail an Accounts Payable clerk physically moving paper invoices from one desk to another or engaging in a series of email exchanges and subsequent reminders to ensure approvals from these department heads.
In a large company, this process can become quite burdensome, involving the circulation of hundreds of invoices. This not only consumes valuable time but also squanders resources that could be better allocated elsewhere.

OBJECT OF THE INVENTION
The main object of the present invention relates to an integrated system for invoice processing in large scale organizations.
Another object of the present invention is to provides an integrated platform for invoice processing and relating with quality control department to hassle-free task for AP team.
Another object of the present invention is to provide a digital module for invoice processing, save time and strengthens coordination amongst all key stakeholders, improves due diligence.
Another object of the present invention is to provide platform wherein invoice processing takes place with at-most care and strictly with the established standard of organization.
Another object of the present invention is to provide platform where responsibility and accountability is fixed for each stakeholder at each stage, reduces the chance of negligence in processing the invoices for payment at the organization.
A further object of the invention is to provide solutions to anomalies described in abovementioned section.
Another object of the present invention provides platform that compatible to scan the GST invoices having inbuilt QR codes to extract information that minimizes manual data entry.
Still another object of the invention is to provide a platform that simultaneously provides quality control team to verify the payment process with purchase order to calibrate the work flow of invoices in the organization.
Another object of the present invention is to provide integrated platform that connects AP team, quality control team and management or supervisor team to undertake different task.
Still another object of the invention is to provide an integrated platform that can process P.O./Non P.O. invoices in single platform with easy tracking anf supervision.
Yet another object of the present invention is to provide invoice processing tool that increases visibility and accuracy for better process governance and audit in large organization where different remote manufacturing facilities need to co ordinate with head quarter.
Still another object of the invention is to provide tool that standardized the whole payment clearance process and also renders accurate books of accounts for whole organization.
Another object of the present invention is to provide the tool that minimizes dependency on conventional physical copy of invoice and associated hurdles of storage and maintenance of invoices.
Yet another object of the present system is to maintain high standards of quality in invoice processing, providing a dynamic and integrated platform that enhances overall efficiency and accuracy.
This summary is provided to introduce a selection of concepts in a simplified form that are further described below in the Detailed Description. This summary is not intended to identify key features or essential features of the claimed subject matter.

SUMMARY OF INVENTION
The present invention provides an integrated system and method for invoice processing in large scale organization or conglomerates. The invention provides a platform with real time tracker for stakeholder to process invoices with well-defined quality control criteria. The system provides easy entry for invoices without QR Code or Non PO invoices. The system also has QR code reader that directly fetches information of the invoices without manual entry. The invention provides advantages compared to state of the arts like maintaining high standards of quality in invoice processing, providing a dynamic and integrated platform that enhances overall efficiency and accuracy. The present invention empowers users to effortlessly extract and validate invoice data, align it with relevant purchase orders, and initiate secure and efficient payment processes. This invention provides large organization process simplification to crucial aspect of AP person like handles its invoicing, significantly improving overall operational efficiency and ensuring precise and timely payments.

BRIEF DESCRIPTION OF DRAWINGS
Other Objects, advantages and novel features of the invention will become apparent from the following brief description of the present embodiment when taken in conjunction with the accompanying drawings.
Fig.1 illustrates a system infrastructure of the present invention in preferred embodiment
Fig. 2 illustrates a flow chart of the procedural aspect of the present invention where P.O./NON-P.O. invoice processing handled by the same platform
Fig. 3 illustrates a flow chart of process diagram for QR code scanner decoding using python script to extract the hidden information of invoice

DETAIL DESCRIPTION OF INVENTION
The nature of the invention and the manner in which it works is clearly described in the complete specification. The invention has various embodiments and they are clearly described in the following pages of the complete specification. Before explaining the present invention, it is to be understood that the invention is not limited in to any specific embodiment.
The present invention covers one digital module with right based access to all key stakeholders involved in the process of establishing the feasibility for effective payment process.
Reference throughout this specification to “one embodiment”, “this embodiment” and similar phrases, means that a particular feature, structure, or characteristic described in connection with the embodiment is included in at least one of the one or more embodiments. Thus, the appearances of these phrases in various places throughout this specification are not necessarily all referring to the same embodiment. Furthermore, the particular features, structures, or characteristics may be combined in any suitable manner in one or more embodiments.
In the following text, a detailed description of embodiments and/or examples will be given with reference to the drawings. It should be understood that various modifications to the embodiments and/or examples may be made. In particular, one or more elements of one embodiment and/or example may be combined and used in other embodiments and/or examples to form new embodiments and/or examples.
The following terminology is used for consistency and should in no way limit the scope of the invention.
The present invention discloses a system which allows the users to interactively access and retrieves on demand extensive information on databases throughout the world regardless of time zone differences. The application of the instant disclosure described herein applies to the invoice processing; however, the disclosed system can be used for other applications. The system of the present invention uses the latest technology to continuously improve data collection, enhance service experience, service capabilities and control costs as the marketplace framework. The system preferably uses a mobile information-collecting device that is equipped with a GPS system and a link to the platform of the system of the present invention.
A ‘User device’ may include mobile phone, tablet, desktop and laptop. The device supports a variety of applications, such as one or more of the following: a telephone application, a video conferencing application, an e-mail application, an instant messaging application, a blogging application, a photo management application, a digital camera application, a digital video camera application, a web browsing application, and/or a digital video player application.
A ‘network server’ can include a central processing unit (“CPU”), at least one read-only memory (“ROM”), at least one random access memory (“RAM), at least one hard drive (“HD”), at least one network card and one or more input/output (“I/O”) device(s).
A ‘network’ is known for communication and interaction between user devices on the network server. The network must contain transmission media, routers, repeaters, gateways, network adapters and cables. The network is placed in (Local Area Network (L.A.N.), Wide Area Network (W.A.N.) and/or Virtual Private Network (V.P.N.) in which network server is storing and giving data to user device.
An ‘End User’ defines the party viewing the database files. Typically an End User of the present system is person who works in management or AP team member or quality control department. The End User generally has access to only limited files and can optionally have input capability to alter the files they are viewing.
A ‘Server’ is a computer program or device that provides a service to another computer program and its user (Client or Third party). The Server's computer alternatively can be a workstation, minicomputer or microcomputer or other device. Although reference herein is made to information transfer via modem, it should be noted that cable, satellite, fibre optics, or other means for transferring information can also be utilized. The method of transferring the information is based on the current availability within the communities.
The term ‘business intelligence (BI)’ refers to technologies, applications, and practices for the collection, integration, analysis, and presentation (i.e. reporting) of business information and also sometimes to the information itself. The purpose of business intelligence is to Support better business decision-making. BI describes a set of concepts and methods to improve business decision making by using fact-based Support systems. Business Intelligence systems are data-driven DSS. BI systems provide historical, current, and predictive views of business operations, most often using data that has been gathered into a data warehouse.
A ‘Document or Data’ defines a record of some information that can be used as an authority or for reference, further analyses or study. Documentation refers to the on-going process of creating, disseminating, managing and using documents.
A ‘Data storage’ defines the use of recording media to retain data using computers or other infrastructure (cloud). The most prevalent forms of data storage are file storage, block storage and object storage, with each being ideal for different purposes. Data storage is the recording (storing) of information (data) in a storage medium. Handwriting, phonographic recording, hard drive, magnetic tape, and optical discs are all examples of storage media.
As used herein, a ‘processor’ includes any programmable system including systems using micro-controllers, reduced instruction set circuits (RISC), application specific integrated circuits (ASICs), logic circuits, and any other circuit or processor capable of executing the functions described herein. The above examples are for illustration only, and are thus not intended to limit in any way the definition and/or meaning of the term “processor”.
A ‘Machine learning (ML)’ is a type of artificial intelligence (AI) that allows software applications to become more accurate at predicting outcomes without being explicitly programmed to do so. Machine learning algorithms use historical data as input to predict new output values that resembles to human brains’ decisive capabilities.
A ‘Rules Engine’ is a set of instruction designed in program that uses business rules or instructions during the course of operations. Those rules may have a legal base or come from the company’s policy.
As used herein, the term “platform” is interchangeable with module and generally includes any tools, components or any device program stored in memory for execution by processor. It is not intended to limit in any way the definition and/or meaning of the term “platform”. As used herein, the term "database" refers to either a body of data, a relational database management system (RDBMS), or to both. The database includes integration and collection of data including hierarchical databases, relational databases, flat file databases, object-relational databases, object oriented databases, and any other structured collection of records or data that is stored in a computer system. The above examples are illustration only, and thus are not intended to limit in any way the definition and/or meaning of the term database. The present invention provides system, which runs on platform that is designed with AI (Artificial Intelligence) and machine learning tools.
Unless specifically stated otherwise, throughout this specification, terms such as "processing," "computing," "calculating," "selecting," "forming," "enabling," "inhibiting," "identifying," "initiating," "querying," "obtaining," "hosting," "maintaining," "representing," "modifying," "receiving," "transmitting," "storing," "authenticating," "authorizing," "hosting," "determining" and/or the like refer to actions and/or processes that may be performed by a system, such as a computer and/or other computing platform, capable of manipulating and/or transforming data which may be represented as electronic, magnetic and/or other physical quantities within the system's processors, memories, registers, and/or other information storage, transmission, reception and/or display devices.
A ‘Method’ or ‘Flow-chart’ describes flow diagrams or otherwise, may also be executed and/or controlled, in whole or in part, by a computing platform. Method herein described as flow diagram is graphical or visual representation using a standardized set of symbols and notations to describe a business's operations through data movement.
A ‘credential’ refers to the verification of identity or tools for authentication. They may be part of authentication process that helps confirm a user’s identity in relation to a network address or other system ID.
As used herein, a ‘module’ refers to sections of large software packages to define its functionality. In the present invention module is used to make the software easier to use for a specific purpose or to define where boundaries exist in a program. The modules described minutely with sub-modules which merely differentiates detailed aspect of said module work to serve the purpose.
A ‘System Admin’ is the authority who is responsible for operating system efficiently and effectively. System admin support, troubleshoots, and maintains application servers. In order to ascertain the ambiguity for the purpose of interpretation of the system admin, here, “WELSPUN TRANSFORMATION SERVICES LTD” would hold all vested powers as system admin.
In this description, the terms components, software components, software model or model, module, engine, systems, etc., may be used interchangeably, may depend on implementation. The implementation of the above is not limited to applications, software code, programming scripts, etc., that may be executed by the processor of the system or the framework or the platform or the computer on which it is implemented.
Figure 1 diagrammatically illustrates a schematic representation of a system for providing integrated solution to end users in process of decision making for making timely payment and verifying available data of invoice for the purpose of compliance and decision making.
As illustrated in Fig. 1, the environment comprises these major components: Application Server with storage and software, cloud computing infrastructure, network, database and user device. These components are securely interconnected through the network. Though the information is provided with close loop connectivity or within organization use, the system can be moved cloud computing in other embodiment.
Fig. 2 provides overall flow diagram of the present system operation. The system contains essentially following modules that works inter-alia to render simplification of the whole process of the invoice processing. The Flowchart inherently integrates PO and NON-PO means invoice that followed by purchase order and wise-versa.
Once the invoice is received at an entry point of the system the ticket created by the relevant sub-module to track the whole trailing history any time from the system.
Following modules are the essential in the system to achieve the objects of the invention and each module will be described in detail in following para:
• Ticket creation module
• Code scanner module
• Barcode generator module
• Exception Tickets module
• Invoice Holding module
• Quality Control module
The abovementioned modules are described herewith in details with context to Fig. 2 flow chart:
i. Ticket creation module:
The present module, also known as the Coversheet, plays a pivotal role in enhancing the efficiency of invoice processing. With the present module the admin can easily generate comprehensive tickets that serve as coversheets for each invoice. The coversheets created in the present module capture essential information, providing a consolidated overview of the invoice details for easy track and trace the trailing history for effective monitoring or audit purpose. The present invention can leverage the power of direct API integration with other third party solution provided i.e. SAP. The present platform ensures that the information on these coversheets is accurate and up-to-date. The present module provides streamlined ticket creation process that not only facilitates seamless tracking of invoices but also serves as a foundation for the subsequent stages of the invoicing workflow and contributing to a more organized, efficient system for organizational financial operations.
Further the present module offers a sophisticated approach to categorizing invoices through key functionalities: -
• PO / NON-PO:
This feature allows admin to classify invoices based on their origin, distinguishing between Purchase Order (PO) related invoices and non-PO related invoices. By automatically identifying the type of invoice, the present module ensures accurate matching with corresponding purchase orders, streamlining the validation process. This categorization proves invaluable in maintaining a well-organized invoicing system, contributing to enhanced transparency and accountability in financial transactions.
ii. Code scanner module:
The present platform have capability to decode QR codes that adds an extra layer of efficiency to the invoicing process. Particularly, the present invention provided with particular feature of the GST invoice QR code scanner. This feature enables the automatic extraction of relevant data embedded within GST QR codes on invoices. The present module has feature to swiftly decoding the information hidden in QR code. The platform facilitates a quicker and more accurate validation process. This not only expedites the extraction of crucial details but also reduces the margin for error, ensuring that the invoicing workflow remains precise and dependable. The present module Decode QR Code functionality that exemplifies inventions’ commitment to leveraging advanced technologies for a seamless and error-free invoice processing experience in the large organization.
iii. Barcode generator module:
The present module introduces an advanced feature set dedicated to Barcode Creation and Application for physical invoice mapping. This innovative functionality ensures a robust link between coversheets and corresponding hard copy invoices through the strategic use of barcodes. The key components of this module performs following task:
1. Barcode Creation:
The present module enables the automatic generation of unique barcodes associated with each coversheet or specific invoice. These barcodes act as identifiers, containing essential information related to the invoice. The dynamic nature of these barcodes ensures accuracy and traceability throughout the invoicing process.
2. Application of barcode on Hard Copy Invoices:
Once barcodes are generated, the present module facilitates their seamless application onto the hard copy invoices. This physical representation of the barcode on the invoice establishes a tangible connection between the digital coversheet and its corresponding paper counterpart, bridging the gap between digital and physical documentation.
3. Mapping for Validation:
During the scanning process, the system intelligently scans and decodes the barcode on the hard copy invoice. This mapping process automatically ensures that the coversheet and its associated hard copy are accurately paired, facilitating a streamlined validation workflow. This approach significantly reduces manual effort, minimizes errors, and enhances the overall efficiency of invoice processing in the organization.
iv. Exception Tickets module:
The present module introduces the exception tickets feature in the present invention. The present module designed to efficiently manage and address anomalies in the invoicing process. This module is crucial for identifying and resolving issues that may arise during invoice processing.
It is pertaining to note that invoice processing involves particular compliances and procedural related aspects that may not be solved without active involvement of the AP team and supervisor or management team. Ordinary, 70% of delay in invoice processing happens due to lack of clarity within organization or between different divisions. It is observed that due to constrain of time and liabilities different department hold the invoice or longer time and that leads to delay in processing of invoice. Therefore, in order to take different department or decision making person on one platform for real time decisions or task completion at their parts. In order to serve the crucial aspect of the present the module provides exception tickets feature that verify the different minutes of the invoices.
The key functionalities of the Exception Tickets sub-module include:
1. Automatic Exception Detection:
The present invention employs advanced algorithms to automatically detect exceptions or irregularities in the invoicing workflow. These exceptions could include discrepancies in amounts, missing information, or other issues that require attention of the stack holder involved with the work flow.
v. Holding module:
The present module provides robust "On Hold" feature designed to enhance control and resolution capabilities for Exception Tickets. This feature provides a systematic approach to managing tickets that require additional scrutiny or investigation. The key functionalities that satisfy by the present module feature that includes:
1. Selective Hold Placement:
The present module allows the team member to selectively place Exception Tickets "On Hold" based on the nature and complexity of the exception. This feature ensures that tickets requiring further investigation or additional information are appropriately flagged for review.
2. Detailed Notes and Annotations:
The present module placing a ticket "On Hold," users can provide detailed notes and annotations explaining the reasons for the hold. This information serves as a valuable reference for the team, ensuring clarity regarding the status and the necessary steps for resolution.
3. Workflow Pause and Resumption:
The "On Hold" status temporarily pauses the regular workflow associated with the Exception Ticket. This pause allows the team to conduct thorough investigations, gather additional information, or await external inputs. Once the required actions are completed, the ticket can be seamlessly resumed back into the standard workflow.
4. Alerts and Notifications:
The present module includes an alert and notification system that informs relevant team members when an Exception Ticket is placed "On Hold" and when it is subsequently released. This ensures timely communication and collaboration among team members involved in the resolution process.
5. Time Tracking:
The system tracks the duration of the "On Hold" status for each Exception Ticket. This feature provides insights into the time taken for investigations and resolution, contributing to process optimization and efficiency improvements. Indirectly the present feature creates accountability of all stakeholders associated with the work flow in the present invention.
The "On Hold" feature within the present module adds a layer of flexibility and control to the Exception Ticket resolution process, allowing the application support team to handle complex issues with diligence and ensuring that exceptions are thoroughly investigated before proceeding in the invoicing workflow.
vi. Quality Control module:
The present module introduces a comprehensive Quality Control (QC) feature with three distinct sub-modules: QC Pass, QC Fail, and Reverse Ticket. This module is designed to ensure a rigorous and efficient quality check process, directly interfacing with any third party data source i.e. SAP through API integration. The key functionalities of each sub-module are as follows:

1. QC Approval sub-module:
The present sub-module conducts automated quality checks on processed invoices. In cases where the invoice meets all predefined criteria and standards, the system marks it as QC Approved or Pass. The present module integrates data with third party sites i.e. SAP through direct API fetching, updating the status and triggering subsequent processes within the environment.
2. QC Fail sub-module:
The present sub-module processed as an invoice fails to meet the specified quality criteria; the system flags it as QC Fail. The QC Fail generates detailed feedback outlining the specific issues or discrepancies detected during the quality check, facilitating swift corrective actions.
3. Reverse Ticket sub-module:
In cases where a significant discrepancy is identified, the Reverse Ticket process to reverse the ticket within the system. The platform ensures proper documentation of the reasons for ticket reversal and maintains a comprehensive log for audit purposes. This contributes to transparency and accountability in the resolution process.
vi. Payment Completion
The present module provided to automatic updating of payment to the beneficiary account details. Once the task is completed in the present module the ticket or coversheet marked as closed in the system.
Fig. 3 depicts the detailed code reader aspect of the present invention in preferred embodiment. Fig. 3 describes one of the most crucial aspects of the present invention where manual addition of data entry is minimized by automated scanning of code that involves crucial information.
• GSTIN of Supplier
• GSTIN of Recipient
• Invoice number as given by supplier
• Date of generation of invoice
• Invoice value (taxable value and gross tax)
• Number of line items.
• HSN Code of main item
• Unique Invoice Reference Number
• Date of generation of Invoice Reference Number (IRN)
IRP, known as the Invoice Registration Portal is instrumental in validating the genuineness of the invoices used in the GST ecosystem. It generates and assigns IRN to every GST invoice.
The IRP also generates a QR code containing the unique IRN (Invoice Reference Number) along with some important parameters of invoice and digital signature so that it can be verified by an Offline Application. IRP system will pass back this ‘Signed QR Code’ as part of the response to the request made by the tax payer for the IRN.
It is the signed QR code which will be easily verifiable by taxpayers as well as Tax Officers to validate whether the e-invoice has been reported to the IRP and accepted by it, as it will contain both the IRN as well as the Digital Signature of IRP as proof of having received and registered the e-invoice. If the signed JSON is tampered, then e- invoice will become invalid and the digital signature will fail.
The present invention provides user to fetch all hidden details of QR code embedded in the GST invoice. The code reading decides by 2 Dots and 3 Parts in the entire QR code sample. The First Part before the first Dot being Scheme, Middle part being the data related to invoice as enlisted above and the last part after the second dot being Public Key. The QR code embedded on GST invoice scanned in fraction of seconds and data loading done through python based script which essentially limits the manual data entry.
Advantages of present invoice
• Credibility with material and machine suppliers
• Agile and accelerated processes
• Error-free invoicing; avoid duplicate supplier payments; track missing invoices
• Fewer vendor claims or legal matters
• Streamline raw material flow, avoid production bottlenecks
• Optimize cost of invoice processing
• Better cash flow management
• Greater transparency
• Better spend analysis across the payables value chain; factor in historical transactions
• Invoice processing from anywhere, anytime – across devices
Generally, consistent with embodiments of the invention, program modules may include routines, programs, components, data structures, and other types of structures that may perform particular tasks or that may implement particular abstract data types. Moreover, embodiments of the invention may be practiced with other computer system configurations, including hand-held devices, multiprocessor systems, microprocessor-based or programmable consumer electronics, minicomputers, mainframe computers, and the like. Embodiments of the invention may also be practiced in distributed computing environments where tasks are performed by remote processing devices that are linked through a communications network. In a distributed computing environment, program modules may be located and processed in both local and remote devices. The processes and the methodologies described herein can happen through a fully digitized flow and or even manually with or without the use of different technologies and devices in a phased or a distributed manner.
Furthermore, embodiments of the invention may be practiced in an electrical circuit comprising discrete electronic elements, packaged or integrated electronic chips containing logic gates, a circuit utilizing a microprocessor, or on a single chip containing electronic elements or microprocessors. Embodiments of the invention may also be practiced using other technologies capable of performing logical operations such as, for example, AND, OR, and NOT, including but not limited to mechanical, optical, fluidic, and quantum technologies. In addition, embodiments of the invention may be practiced within a general purpose computer or in any other circuits or systems.
Embodiments of the invention, for example, may be implemented as a computer process (method), a computing system, or as an article of manufacture, such as a computer program product or computer readable media. The computer program product may be a computer storage media readable by a computer system and encoding a computer program of instructions for executing a computer process. The computer program product may also be a propagated signal on a carrier readable by a computing system and encoding a computer program of instructions for executing a computer process. Accordingly, the present invention may be embodied in hardware and/or in software (including firmware, resident software, micro-code, etc.). In other words, embodiments of the present invention may take the form of a computer program product on a computer-usable or computer-readable storage medium having computer-usable or computer-readable program code embodied in the medium for use by or in connection with an instruction execution system. A computer-usable or computer-readable medium may be any medium that can contain, store, communicate, propagate, or transport the program for use by or in connection with the instruction execution system, apparatus, or device.
The computer-usable or computer-readable medium may be, for example but not limited to, an electronic, magnetic, optical, electromagnetic, infrared, or semiconductor system, apparatus, device, or propagation medium. More specific computer-readable medium examples (a non-exhaustive list), the computer-readable medium may include the following: an electrical connection having one or more wires, a portable computer diskette, a random access memory (RAM), a read-only memory (ROM), an erasable programmable read-only memory (EPROM or Flash memory), an optical fiber, and a portable compact disc read-only memory (CD-ROM). Note that the computer-usable or computer-readable medium could even be paper or another suitable medium upon which the program is printed, as the program can be electronically captured, via, for instance, optical scanning of the paper or other medium, then compiled, interpreted, or otherwise processed in a suitable manner, if necessary, and then stored in a computer memory.
Embodiments of the present invention, for example, are described above with reference to block diagrams and/or operational illustrations of methods, systems, and computer program products according to embodiments of the invention. The functions/acts noted in the blocks may occur out of the order as shown in any flowchart. For example, two blocks shown in succession may in fact be executed substantially concurrently or the blocks may sometimes be executed in the reverse order, depending upon the functionality/acts involved.
While certain embodiments of the invention have been described, other embodiments may exist. Furthermore, although embodiments of the present invention have been described as being associated with data stored in memory and other storage mediums, data can also be stored on or read from other types of computer-readable media, such as secondary storage devices, like hard disks, floppy disks, or a CD-ROM, a carrier wave from the Internet, or other forms of RAM or ROM. Further, the disclosed methods' stages may be modified in any manner, including by reordering stages and/or inserting or deleting stages, without departing from the invention.
While various embodiments of the present invention have been described in detail, it is apparent that modification and adaptation of those embodiments will occur to those skilled in the art. It is expressly understood, however, that such modifications and adaptations are within the spirit and scope of the present invention as set forth in the following claims.
Dated this 29th December 2023

, Claims:We claim,

1. An integrated system and method for invoice processing in large scale organization or conglomerates comprising,
at least one end user device,
at least one application server,
at least one ticket creation module,
at least one code scanner module,
at least one barcode generator module,
at least one exception tickets module,
at least one invoice holding module,
at least one quality control module,
at least one network, and,
at least one memory unit or storage,
wherein, the said application server configured to regulate the work-flow of invoice in the system,
wherein, the said ticket creation module configured to create coversheet and associated tracking facility for P.O. and Non P.O. invoices simultaneously,
wherein, the said code scanner module configured to read and extract information through python based script for effective extraction of the data,
wherein, the said barcode generator module configured to create barcode to embedded information in virtual format for specific coversheet,
wherein, the said exception tickets module configured to identify discrepancies in the invoice and make annotations with relevant stakeholder in the system,
wherein, the said invoice holding module configured to hold invoice by relevant stakeholder for further processing citing persisting anomalies in work flow,
wherein, the quality control module configured to verify and final cross check by QC team to approve the said invoice for payment process to beneficiary,
wherein, the said storage configured to store and retrieve data between associated system modules, and;
wherein, the said network configured to securely connect end user device, modules, storage and application server.
2. The integrated system and method for invoice processing in large scale organization or conglomerates as claimed in claim 1 wherein the exception tickets module uses advanced algorithms to automatically detect exceptions or irregularities in the invoicing workflow.
3. The integrated system and method for invoice processing in large scale organization or conglomerates as claimed in claim 1 wherein the ticket creation module facilitates classification of invoices based on their origin and further distinguishes between Purchase Order (PO) related invoices and Non-PO related invoices to ensure accurate matching with corresponding purchase orders, streamlining the validation process.
4. The integrated system and method for invoice processing in large scale organization or conglomerates as claimed in claim 1 wherein the invoice holding module that facilitates red-flag marking to provide a systematic approach to managing tickets that require additional scrutiny or investigation from particular stakeholder.
5. The integrated system and method for invoice processing in large scale organization or conglomerates as claimed in claim 1 wherein the invoice holding module facilitates categorically pause for the selected invoices which allows the team to conduct thorough investigations, gather additional information, or await external inputs for decision making.
6. The integrated system and method for invoice processing in large scale organization or conglomerates as claimed in claim 1 wherein barcode generator and applicator module functionality ensures a robust link between coversheets and corresponding hard copy invoices through the strategic use of barcodes for tracking and information storage for easy retrieval.
7. The integrated system and method for invoice processing in large scale organization or conglomerates as claimed in claim 1, wherein the quality control module designed to ensure a rigorous and efficient quality check process for final decision making in invoice processing as per the policy of organization.
8. The integrated system and method for invoice processing in large scale organization or conglomerates as claimed in claim 1, wherein, the application server may leverage direct interfacing with any third party data source (i.e. SAP) for making data base updated in real time.
9. The integrated system and method for invoice processing in large scale organization or conglomerates as claimed in claim 1, wherein, the QR code scanner module can efficiently fetch crucial information in compatible format, including but not limited to, GSTIN of Supplier, GSTIN of Recipient, Invoice number as given by supplier, Date of generation of invoice, Invoice value, Number of line items, HSN Code of main item, Unique Invoice Reference Number, Date of generation of Invoice Reference Number (IRN).
10. The integrated system and method for invoice processing in large scale organization or conglomerates as claimed in claim 1, wherein, the application server designed to follow rule based instruction or artificial intelligence/ machine learning supportive codes to effectively analyze each invoice as per policy of the organization.

Dated this: 29th December 2023