1
Purchase order
Read from your ERP and tracked, so every store sees only its own pending orders.
From the receiving bay to the ERP.
SMI Office automates procure-to-pay for multi-store retail. It reads every supplier invoice, matches it to the purchase order and the goods receipt, and sends it to your ERP. Your team handles only the exceptions.
Reading the supplier invoice
Why it stays manual
Reading the invoice is easy. Matching it to the order and the receipt is the real work.
Slow processing
Paper invoices travel from stores to head office before anyone can act.
Entry errors
Every line is typed again into the ERP. Mistakes surface at payment.
Fraud risk
Duplicate invoices and goods billed but never received slip through.
No visibility
Nobody can see which store, supplier or invoice is stuck, or for how long.
Late disputes
Price and quantity claims are raised late, and without proof.
How it works
One platform, four stages, one flow.
The vendor delivers to the store. The store receives against the order. SMI Office reads, maps and checks every document. When every check passes, it reaches your ERP untouched.
2
Goods receipt
Each barcode scanned at the store is matched to the order. Over-deliveries and wrong items are stopped before the GRN is made.
3
Purchase invoice
Captured by app, email or upload. Read line by line and matched to the order and the receipt.
4
Purchase return
Goods sent back are checked against proof of delivery, and the credit follows them.
What happens to an invoice, from a photo at the store to an ERP-ready entry
- CaptureApp, email or upload. Multi-page, stamped or handwritten.
- ReadLines, discounts, deposits and VAT, with totals checked.
- Map itemsTo the order line, even without supplier item codes.
- CheckSupplier, store, order, receipt, VAT and duplicates.
- CreateA pending invoice in your ERP, documents attached.
- FollowTracked until it is authorised and posted.
Real retail situations
The messy cases, handled automatically.
Supplier layouts change, discounts sit on separate lines, and cases arrive where pieces were ordered. SMI Office learns each pattern once and applies it every time.
SituationWhat SMI Office doesOutcome
Discount on a separate lineTies it to the product line it belongs toResolved
Deposits and extra chargesSplits them into their componentsResolved
A new supplier layoutReads it using that supplier's own patternResolved
No supplier item codeMatches the item, then remembers itResolved
Cases against piecesApplies your ERP's unit conversionsResolved
Price or quantity differsRaises a claim in the ERP, with proof attachedClaim raised
Invoiced, never receivedRaises a quantity claim and keeps it out of stockClaim raised
The same invoice twiceStops it before it reaches the ERPBlocked
Goods returned to supplierChecks the proof of deliveryResolved
One process, many teams
Every exception goes to the team that owns it.
Procure-to-pay runs across four teams. SMI Office alerts the right one, limited to their own legal entity and stores, with one queue for every store.
Procurement
Orders, prices and suppliers
Stores and warehouse
Receiving, GRNs and returns
Finance and accounts
Invoices, claims and payments
IT
ERP, masters and integration
Right person
Each exception is routed to the function that owns it, and nobody else.
Right time
A turnaround time is set for each kind of exception. Overdue items are flagged and followed up.
Right information
What is wrong and what to do, with the documents attached, so they can act straight away.
Customers
Proven with multi-location businesses.
Of the procure-to-pay effort saved, in both people and time. Values come from the document and are checked against the order and the receipt, so nothing is paid twice.
“ScanMyInvoice automated the accounts payable process for Choppies on Intellect, saving 88% of the team's time.”ChoppiesCFO, Botswana
“For our GCC operations, it simplified high-volume purchase invoice processing with greater accuracy and efficiency.”Chobe Business SolutionsFinance Manager
“97%+ accuracy, and 80% of files needing no manual intervention.”Malabar LatexGeneral Manager, India
Live across Africa, the Middle East and India
BotswanaOmanGCCIndia
TallySAPZohoIntellectiRetailAny ERP via API
The SMI suite
One office for every back-office workflow.
Procure-to-pay is where we started. Each SMI product has its own address under smioffice.com, and they share the same documents, people and ERP connection.
P2P
SMI P2PProcure-to-pay automation
Purchase orders, goods receipts, invoices and returns, matched and sent to your ERP.
p2p.smioffice.comOpenFl
SMI FlyerRetail flyer intelligence
Upload competitor flyers and see who is cheapest, product by product, ready for Excel.
flyer.smioffice.comOpenBI
SMI BIBusiness intelligence
Your Tally accounting data in one secure database per company, ready for Power BI.
bi.smioffice.comOpenDo
SMI DocsDocument intelligence
Merge, split, compress, convert, sign and redact. Files never leave your device.
doc.smioffice.comOpenRe
SMI ReconFinancial reconciliation
Bank, supplier and inter-company balances, reconciled and explained.
recon.smioffice.comComing soonO2C
SMI O2COrder-to-cash automation
From customer order to cash received, with the same matching on the sales side.
o2c.smioffice.comComing soonBook a demo
See your own invoices go through it.
Send us a few real supplier invoices and we'll show you how they flow from your stores to your ERP. Pricing scales with your document volume and number of stores.