FORM 2
THE PATENTS ACT, 1970
(39 of 1970)
COMPLETE SPECIFICATION
(Section 10, rule 13)
A SYSTEM AND METHOD FOR FLIPPING OF PURCHASE ORDER INTO INVOICE
Zycus Infotech Pvt. Ltd
an Indian Company registered under the provisions of the Companies Act, 1956,
with our Corporate office at GJ-07, SEEPZ++, SEEPZ SEZ, Andheri (East), Mumbai -
400096., Maharashtra, India.
THE FOLLOWING SPECIFICATION PARTICULARLY DESCRIBES THE INVENTION AND THE MANNER IN WHICH IT IS TO BE PERFORMED

FIELD OF THE INVENTION
The present invention relates to the field of e-commerce.
The present invention relates to electronic procurement.
In particular, the invention relates to a system and method of flipping of purchase order into invoice.
BACKGROUND OF THE INVENTION
In the e-procurement process, user/ buyer selects items i.e. goods or services from the catalog of suppliers and sends purchase order to the supplier. Once purchase order is received, invoice is generated and sent to user/ buyer.
Historically, invoices are generated by the supplier- by entering the information of items that are to be purchased by the user/ buyer to the supplier. A disadvantage is, supplier has to take duplicate data entry effort since item information is already available in the purchase order.
Though there are some systems implement creation of invoice from image scanning of invoice as well as some portals which do exchange purchase orders and invoices between user/ buyer and supplier/ vendor, none of the system is adapted for copying items information from purchase order into invoices.

Present invention provides the system meant for flipping/ copying the items information from purchase order into invoices, thereby reducing the duplicate data entry efforts and thus saving the time.
Present invention also provides a choice to the user/ buyer to modify the fields which are
variable e.g. if unit price has changed, user can modify no. of items that are to be
purchased.
The present invention implements 2-way or 3-way matching of invoices.
OBJECTS OF THE INVENTION
An object of the invention is to provide the system for flipping of purchase order into invoice.
Another object of the present invention is to provide the system which automatically retrieves item information from purchase order without the user having to re-enter while creating invoice.
Yet another object of the invention is to provide the system which facilitates user to change the item information and modify the fields in the purchase order.
Still another object of the present invention is to provide the system facilitating automatic match of the purchase order with submitted invoice(s).

SUMMARY OF THE INVENTION
The present invention introduces a system for flipping of purchase order into invoice within e-procurement software tool. In the present invention, when purchase order is sent to supplier network/ portal system, information of items is retrieved from purchase order, which is stored on a computer readable storage medium of system accessible by buyer and seller , followed by comparing the item inputs or pre-determined fields on said invoice with purchase orders to obtain a first compared output, followed by comparing first compared output with tolerance limit to obtain second compared output, followed by copying and flipping the information into invoice.
In the present invention, the system will create invoice by automatically matching purchase order with invoices. Thus, invoices are created by automatically retrieving information from purchase order without having to re-enter it. The system can also be responsible for flipping of purchase order into multiple invoices.
BRIEF DESCRIPTION
The invention will now be described in relation to the accompanying drawings in which:
Figure 1 illustrates the e-procurement software tool.
Figure 2 illustrates a schematic of the system for flipping of purchase order into invoice.
DETAILED DESCRIPTION
According to the invention, there is provided a system for flipping of purchase order into invoice within procurement software tool. In one embodiment of the invention, a system

for flipping purchase order (PO) into invoice (INV) comprises: user front end system, supplier network/ portal system and supplier back end system (optional).
The user front end system comprises of procurement system and invoicing system. Procurement system further comprises of: system for selection of goods and/ or services from a catalog of suppliers of goods and services: system for sending requisition of purchase; system for approving the requisition; system for placing purchase order (PO) and system for generating goods receipt. While, invoicing system comprises of: system for creating invoice (INV) and system for making payment. Procurement system adapted for ordering goods and/ or services from supplier/s while invoicing system adapted for creating invoice (INV) by flipping items information from purchase order (PO) into invoice (INV) and for making payment. In the present invention, said system meant for creation of invoice in 3 ways:
a) E-invoice: It is created in a standard format like cXML or EDI from supplier network/ portal to the user.
b) Manually created e-invoice: By logging on to supplier network/ portal system, supplier will copy the information on purchase order into invoice.
c) Manual/ Paper invoice: Paper invoices which are received by accounts payable (AP) are manually entered.
In the present procurement system, purchase order is sent by the user to supplier network/ portal and after confirmation of the requested goods and/ or services, 1 copy of PO is sent to supplier back end system and another copy along with goods receipt (GR) sent back to user. While sending this another copy of purchase order (PO) to the user, invoice is

created by the supplier network/ portal. Such invoice is created by automatically retrieving the items information from purchase order (PO) and copying it into invoice. Thus, user does not have to re-enter the information, which saves time and duplicate data entry effort of the user.
In one embodiment of the present invention, when the purchase order (PO) is sent to supplier network/ portal system, Receiving Means will receive a filled purchase order form including pre-defined fields relating to requested goods from a supplier and Retrieval Means (RM) will retrieve the items information from purchase order (PO). Selection Means (SLM) will give the user choice to make changes in purchase order (PO) or to select one or more items that are to be invoiced and modified purchase order will be re-sent to supplier network/ portal system.
In another embodiment, Storing Means (SM) will temporarily store the retrieval information of items on supplier network portal system.
In still another embodiment, Invoice Flipping Means (FM) is provided to copy/flip information from said purchase order form to a Invoice Generating Means (1GM) adapted to generate a invoice in respect of items supplied by said supplier.
In yet another embodiment of the present invention, Comparing Means 1 (CM1) will compare the items that will be sent by the supplier and items that are ordered by the user through purchase order (PO) to obtain first compared output.

When invoice is created, Comparing Means 2 (CM2) will compare the items that will be sent by the supplier and items for which invoice (INV) is created to obtain second compared output.
In one embodiment, there is provided a first tolerance limit generating means (TGM1) adapted to generate tolerance values for said Comparing Means 1 (CMI). Breach of tolerance values generates corresponding outputs at the first comparing means
In another embodiment, there is provided a second tolerance limit generating means (TGM2) adapted to generate tolerance values for said Comparing Means 2 (CM2). Breach of tolerance values generates corresponding outputs at the second comparing means.
In still another embodiment, there is provided a Rule Creation Engine (RCE) adapted to create rules in relation to each of said first compared output and said second compared output. These rules are decision rules.
When matching invoices, system will consider the sent items. Since there is one-to-one correlation between purchase order (PO) and invoice line items, the system can compare ordered items with the invoice being created (thus facilitates 3-way invoice matching process).
According to the present invention, purchase order (PO) can also be flipped into multiple invoices.

We Claim:
1. A system for flipping purchase orders in relation to procurement system into
invoice in a verifiable manner, said system comprising:
a processor unit; and
a computer readable medium storing instructions executable by the processor unit comprising:
Receiving Means to receive a filled purchase order form including pre-defined fields relating to requested goods from a supplier;
Retrieval Means to retrieve the information of items from purchase order, requested by the user;
Storing Means to store the retrieved information of items on a computer readable storage medium of the system accessible by buyer and seller;
Comparing Means 1, adapted to compare item inputs or pre-determined fields on said invoice with purchase orders to obtain a first compared output;
Comparing Means 2, adapted to compare first compared output with tolerance limits to obtain a second compared output; and
Invoice Flipping Means, adapted to copy/flip information from said purchase order form to a Invoice Generating Means adapted to generate a invoice in respect of items supplied by said supplier
2. A system as claimed in claim 1, wherein said system includes Selection Means,
facilitating user to select items from purchase order that are to be invoiced

3. A system as claimed in claim 1, wherein said system includes a Rule Creation Engine adapted to create rules in relation to each of said first compared output and said second compared output
4. A system as claimed in claim 1, wherein said system compares ordered items from user with the invoice being created by the supplier
5. A system as claimed in claim 1, wherein said system for creation of invoice against purchase order adapted for automatic retrieval of items information of purchase order on system accessible by buyer and seller, thus flipping purchase order into invoice
6. A system as claimed in claim 1 wherein, said system comprising a tolerance limit generating means adapted to generate tolerance values for said second comparator
7. A system as claimed in claim 1, wherein said system facilitates user to modify the field(s) on purchase order that are variable
8. A system as claimed in claim 1, wherein said system may meant for flipping of purchase order into multiple invoices
9. A method for flipping purchase order into invoice, said method comprises;
Retrieval Means to retrieve the information of items from purchase order, requested by the user
Storing Means to store the retrieved information of items on a computer readable storage medium of the supplier network/ portal system
Comparing Means 1 to compare the items those will be sent by the supplier and items those are ordered by the user to obtain a first compared output

Comparing Means 2 to compare first compared output with tolerance limits to obtain a second compared output
Invoice Flipping Means to copy/flip information from said purchase order form to a invoice generating means adapted to generate a invoice in respect of items supplied by said supplier
10. A method as claimed in claim 9, wherein said method facilitates user to select items from purchase order that are to be invoiced
11. A method as claimed in claim 9, wherein said method comprises a step of creating rules in relation to each of said first compared output and second compared output
12. A method as claimed in claim 9, wherein said method comprising a step of generating tolerance values for said second comparator
13. A method as claimed in claim 9, wherein said method facilitates user to modify the field(s) on purchase order that are variable
14. A method as claimed in claim 9, wherein said method may meant for flipping of purchase order into multiple invoices