FAQs

Semine wants you as an agency to succeed with the restructuring of your business model and the digital shift. Our role will be to help you in this transition you are undertaking. Based on experience, we see that the recipe for success is where the agency takes the lead for the change process and drives it, with Semine as a supporter of the proper use of technology in the new processes. Semine will support you through this. 

SEMINE is rigged for accounting firms to gain deeper insight into the actual costs at the customer level, supplier level, within dimension values, and on the individual line in the vouchers. This is valuable data that we use for automation, but also to give agencies access to actual purchases of goods and services. This data is currently available for extraction so that you can do your own analyses in your own tools or use different BI solutions. Here you will then get an overview of various cost drivers in real time if desired. In SEMINE, there is a so-called "accounting hub" that allows accountants to work across clients in the same screen, as many accounting firms work with payroll in their own payroll system. By being able to work with several clients at the same time, accountants will take on more tasks, work more controlled, thereby increasing their own profitability and satisfaction with the tasks at hand. This paves the way for more subscription-based agreements with access to advice known from other types of consulting companies, or that the agencies become more like technology companies and sell new types of products and services. 

There are many solutions that solve the same functions in a good way. What distinguishes SEMINE from others is that it works across ERP systems, while its competitors are often tailored to individual financial systems. Thus, SEMINE is a particularly suitable accounting firm, which in the future does not have to log into many different systems to keep vouchers, since everything comes up in SEMINE's interface. This results in a better working day and a major efficiency gain in the agency. The fact that it is a cloud service that is available regardless of time, place and device, and the simplicity of getting started are also important factors that speak in SEMINE's favour. 

SEMINE boasts the fastest AI training available in the market. With SEMINE, you can expect to receive AI suggestions for every new invoice after reaching the 100th invoice number, even if you are starting from scratch. However, if you include historical data, you can receive suggestions from the very first invoice. This streamlined process allows you to benefit from SEMINE's powerful AI capabilities in a shorter amount of time, allowing you to focus on your core business activities. 

Absolutely. SEMINE has the capability to import historical data that has been exported from your current ERP system. This feature allows SEMINE to provide accounting suggestions based on your existing accounting patterns from the very beginning. By leveraging this functionality, you can seamlessly integrate your historical accounting data with SEMINE's system, streamlining your processes and optimising your workflow.

Not at all. With SEMINE, you can continue accounting your invoices in the same way you always have. SEMINE's AI technology will work behind the scenes, automatically training on each posted invoice. There is no need for manual configuration or settings to get started, making the transition to SEMINE's platform seamless and effortless. By leveraging SEMINE's powerful AI capabilities, you can streamline your accounting processes and optimise your workflow without requiring any prior knowledge of AI.

SEMINE will show you an AI icon on each of the accounting lines and the level of certainty for the account suggestion. 

SEMINE's transparency feature provides a comprehensive breakdown of the AI algorithm's calculations, including information on who made the adjustment, what value was added, and the reason behind it.

One of the many tools that SEMINE offers to automate the accounts payable process is AI. However, it also includes other tools such as text analysis and a rule engine that our customers can use for various tasks.

SEMINE will always know if the submitted data was based on an AI suggestion or overruled by humans. This is visible on the platform.

As of now, no data is deleted on active customer accounts. It is expected, however, that there will be a time limit in the future.

Microsoft Azure Norway, region East. 

Once the information is transferred to the ERP system, no changes can be made to any dimensions (G/L, VAT etc). However, users can still comment on invoices and upload additional attachments. 

SEMINE will always know if the submitted data was based on an AI suggestion or overruled by humans. This is visible on the platform.

It can for sure, even if it’s in the wrong field! SEMINE captures data both in the invoice header and in the line-item description to automate the invoice processing.  

Yes, there is a mobile app that you can download that you can use to approve invoices on the go. Through the app you can also receive push notifications if you have been mentioned in a comment or have a new invoice to process.

Yes, you can. SEMINE processes invoices on a line-item level, and you can therefore filter SEMINE data based on e.g., chassis number or project ID and find all costs, small or large, related to this car, and for instance, calculate your margin based on fact and not assumptions.

It depends on the volume of incoming invoices of course, but with >90% of data points on the invoices automatically handled, many of our customers can re-purpose several resources in the accounts payable department.

Many companies experience that cost items ‘jump’ between general ledger accounts. Worst case that means that Key Performance Indicators (KPI) become meaningless or deceptive. With SEMINE’s consistent accounting, KPIs will measure what they are intended to measure. 

Exporting the data to your preferred insight tool, you can drill down to individual articles and compare prices between vendors and geographical locations. Many of our customers have used this insight to consolidate purchases and make significant savings.

They can use the SEMINE mobile app for approving invoices on the go. Through the app they can also receive push notifications if they have been mentioned in a comment or have a new invoice to process.  

Yes – even if it’s in the wrong field. SEMINE captures project numbers, project names, delivery addresses and other data both in the invoice header and in the line-item description to automate the invoice processing.  

Yes, you can!  By filtering your SEMINE data based on e.g., project ID you can find all costs related to this project on a line-item level, including unit prices and quantities.  

During the implementation process of our accounts payable platform, our Subject Matter Expert(s) will guide you through an introduction to the workflow setup. Together, we will collaborate to build the first set of workflows, tailored to your business needs. Additionally, Semine offers user guides that provide step-by-step instructions on how to build workflows of varying levels of complexity. These resources will empower you to make the most out of the platform's functionality and streamline your accounts payable processes.

To ensure a successful implementation process, we suggest introducing SEMINE to the internal project team prior to starting the project. This team usually consists of super users and individuals responsible for configuring and deploying the system on the client's side, often from the accounting department. It is advisable to do this as early as possible to establish ownership and comprehension of the new system's purpose and benefits. This approach will help to secure a seamless implementation process.

To streamline your invoicing process with SEMINE, we recommend the following steps:

1. Request that your vendors send electronic invoices and use the PEPPOL network for submission. SEMINE has an inbuilt Peppol Access Point that can receive these invoices seamlessly.
2. Encourage your suppliers to include accurate details such as the correct buyer's reference, project number, and department on their invoices. This will require improving internal routines for better labeling of invoices.
3. Evaluate your internal control and approval routines to take advantage of the new system's capabilities. A new system is a golden opportunity to think outside the box and streamline your processes.

No, it is not necessary for you to capture and validate invoices manually. SEMINE offers a fully automated solution for this process. Invoices are sent directly to our capturing software from your suppliers via email, and SEMINE will automatically validate and extract key information from them. The final result will be presented to you in SEMINE, streamlining the invoicing process and minimising the risk of errors. This automated approach will save you time and resources, allowing you to focus on other important tasks.

Indeed, SEMINE is capable of extracting line-level information from all invoices and sending it to our AI-engine for further analysis and interpretation. This innovative feature allows our customers to gain valuable insights and focus on their core business operations. SEMINE is a pioneer in line-based automation, and we continue to push the boundaries of what's possible in invoice processing.

Our customers do not need to perform any setup to enable the capture of invoices. Our capture software can recognize invoices automatically, and in case of any issues, our dedicated operators will resolve them before validating and releasing the invoice to our customers. This streamlined process ensures that our customers can focus on their core business activities without worrying about the invoice capture process.

By adding roles to different users and groups in SEMINE, it is possible to create a solid access system that provides varying levels of access to different individuals within an organisation. This is important because it helps ensure that sensitive financial information is only accessible to those who need it, while also enabling collaboration and workflow efficiency for those who are responsible for financial processes. By setting up a clear and secure access system, an organisation can reduce the risk of data breaches or unauthorised access to financial information, while also ensuring that the right people have access to the information they need to do their jobs effectively.

SEMINE utilises advanced invoice interpretation and AI to suggest VAT codes for each accounting line. Additionally, the system displays the level of certainty for each suggestion, ensuring accuracy and transparency.

No. All line amounts and invoice total amounts are automatically calculated and compared. Any deviations are manually handled by SEMINE. This applies to both net and VAT amounts. You simply upload or submit your PDF invoices via email.

No. After digitalisation, all invoice types are processed in the same way in SEMINE. However, it is possible to set up different workflows and automations for PDF or UBL if needed for any reason.

Average time for PDF digitalisation is less than 30 minutes. For UBL it is less than 1 minute.
If auto approval and auto posting is set up, it also means that actual total manual handling time for repeat invoices is zero.

No. Everything is handled through SEMINE. There’s no need to prepare, process or modify invoices in any way apart from splitting invoices into separate PDF files.

Yes – even if it’s in the wrong field! SEMINE captures project numbers, project names, delivery addresses and other data both in the invoice header and in the line-item description to automate the invoice processing.  

Yes, you can!  By filtering your SEMINE data based on e.g. project ID you can find all costs related to this project on a line-item level, including unit prices and quantities.  

They can use the SEMINE mobile app for approving invoices on the go. Through the app they can also receive push notifications if they have been mentioned in a comment or have a new invoice to process. 

SEMINE collects order and goods received data from the PO-system and uses this information in the processing of PO-related invoices to accommodate 3-way match on a line-item level.  

Yes, all this and more is possible in SEMINE. We still have not met customers with a workflow set-up that SEMINE can’t solve. 

No, not at all. SEMINE can automatically group line items based on e.g. accounts, dimensions and VAT codes. SEMINE will learn based on the grouped line items. This means you don’t have to handle each line item individually and neither does your approvers.  

SEMINE captures the VAT data from the invoice for each line item, and also learns which company-specific deductions to use on that specific line item based on machine/previous learning from your company. You can also use SEMINE Automation Engine to predefine VAT codes based on your own criteria if wanted. 

Yes, you can connect the software of your choice through our SQL Connector. 

No, even though we do offer connecting to a SQL database with structured data, you can always download Excel sheets with all accounting data directly from the SEMINE platform. 

Are the time and date for when invoices are distributed and approved available for analytics? 
Yes, these data points are available with many more such as when invoices are received from the supplier and sent from SEMINE to your financial system.

Automatic synchronisation of all master data gives you a seamless experience as newly created values in Visma Business will be available in SEMINE automatically. 

SEMINE synchronises status on all master data, so once a project is set to closed or inactive it will no longer be possible to chose that project in SEMINE 

SEMINE synchronises a purchase order as soon as it is created, but the status of the PO will determine when it is possible to match the invoice lines. By synchronising the PO right away SEMINE is able to link an invoice to a PO before it is received, and then automatically trigger invoice line matching once the status of the PO is changed to “received” 

With the exception of MS Navision integration, manual vouchers are supported in SEMINE, and you may process them either with or without approval. Manual vouchers can be uploaded directly in SEMINE, and can be coded as desired. Once posted they will be booked on a separate voucher number series than invoices and credit memos. 

The integration between the systems is done by installing an agent on your ERP’s server that communicates with SEMINE through its API. 

Master data will be synchronised from your ERP and used in SEMINE for accounting purposes. The integration allows for the transfer of financial data such as invoices, vendors, invoices, purchase orders, payment terms, accruals. This enables users through automation to drastically reduce the workload when it comes to accounting for the accounts payable process, by reducing the need for manual data entry and minimising the risk of errors. SEMINE will post detailed approved accounting lines back to your ERP, ready for payment.

The cost for integration will depend on the specific implementation and the services required, in addition to a maintenance fee. 

The synchronisation intervals can be configured and altered at any time. The intervals can be configured to meet your specific needs, and the different parameters can be individually adjusted.

You have complete control from SEMINE over all your invoices, as the current posting statuses in the ERP are reflected there. 

Of course.

Not necessarily. Your customers can approve invoices in DNB Regnskap, while SEMINE helps you with invoice automation. You can always switch to having approval in SEMINE instead of DNB Regnskap. It is your choice!

You need the system id. You will find this by clicking the question mark in the upper right corner.

You will need a SEMINE account with an integration role. Get in touch with APISupport@semine.com to get an account. 

You need the system id. You will find this by clicking the question mark in the upper right corner.

You only need the Client Key found under Extensions in Poweroffice.

You need the system id. You will find this by clicking the question mark in the upper right corner.

Yes, the purchase orders are imported, and you can match them against the received invoices. The PO lines can be matched against the invoice lines, or you can choose to keep the information from the PO lines as received from the ERP when posting the PO invoices. Categories like Freight or fees can easily be set up and will automatically be added as separate lines for posting.

No, as the integration is hosted on the cloud platform Microsoft Azure, the integration is available 24/7. Even when upgrading the solution with new functionality you will experience no downtime.

SEMINE synchronises the account structure set up in Microsoft Dynamics 365 Finance & Operations, so you’ll get the same validations in SEMINE as in the ERP. 

The sync intervals can be as often as desired. Normally several times per hour.  

Yes, all dimension values are synchronised for both projects and departments.

Yes, SEMINE will synchronise all VAT codes, including the custom ones

Not at all – you need a valid username and password with access. The set-up is done inside SEMINE with a user-friendly user interface.

Yes, SEMINE will always try to match all the lines automatically and approve them as well, if wanted.

No, SEMINE will get all active dimensions and dimension values from AX, so they can be used in SEMINE.

The integration between SEMINE and SAP ERP/S4/HANA is achieved through the use of APIs (Application Programming Interfaces) which allow for the transfer of data between the two systems. This allows for seamless data transfer and real-time visibility into financial data, enabling users to make more informed decisions and improve overall financial management. 

For submitting invoices for processing and retrieving processed invoices, we support standard UBL 3.0 (XML) and our own JSON invoice format. Attachments may be included as base64 encoded strings.

Error responses and http response codes will provide the required information for error handling. Synchronisation will be performed for all valid elements such as dimensions, account codes or suppliers. Any invalid or failing element will be listed as ‘not synced’ in the response body in order to facilitate error handling.

The integration between the systems is done by using Deltek Maconomy API’s and SEMINE API’s.

Master data will be synchronized from Deltek Maconomy and used in SEMINE for accounting purposes, SEMINE will post detailed approved accounting lines back to Deltek Maconomy ready for payment. 

The cost for integration will depend on the specific implementation and the services required, in addition to a maintenance fee. 

Yes, since the purchase orders are imported, these will automatically be connected to the invoices when these are received. SEMINE will then automatically match all PO-lines with received goods with the invoice lines.

The workflow engine in SEMINE is very flexible and can accommodate most workflows scenarios you may have.

Automatic synchronisation of all master data gives you a seamless experience as newly created values in Visma Business will be available in SEMINE automatically.

SEMINE synchronises a purchase order as soon as it is created, but the status of the PO will determine when it is possible to match the invoice lines. By synchronising the PO right away SEMINE is able to link an invoice to a PO before it is received, and then automatically trigger invoice line matching once the status of the PO is changed to “received” .

Manual vouchers are supported in SEMINE, and you may process them either with or without approval. Manual vouchers can be uploaded directly in SEMINE, and can be coded as desired. Once posted they will be booked on a separate voucher number series than invoices and credit memos. 

The integration between the systems is done by installing an agent on the Visma Global server that communicates with SEMINE through its API.

The integration synchronises master data from Visma Global, this includes dimension (including up until extra6), VAT-codes, accounting codes, suppliers, and currency rates. Back to Visma Global SEMINE transfers invoices with finished accounting.

Indeed, that is correct. When using the SEMINE app, approvers can view all invoices that have been assigned to them, along with the corresponding line-item information, accounts, and dimensions. Additionally, the approver can read and type comments directly in the app. SEMINE provides both an Android and iOS app that users can download to their smartphones.

SEMINE provides both an Android and iOS app that users can download to their smartphones.

Yes, depending on your company's setup, you can get notified on your phone and even your smart watch when you have an invoice to approve.

Absolutely. SEMINE's line-based Invoice and PO processing system includes goods receipts as an integral component. This enables accurate tracking of all received and returned goods. As pioneers in line-based invoice capturing, we now offer the capability to match all lines against the corresponding goods receipts, providing you with even greater precision in your invoice processing.

Certainly. SEMINE provides the ability to link invoice lines to a service until the budget has been exhausted. This feature is particularly useful for projects where you want to maintain control over expenditures without the added effort of defining individual purchases.

When it comes to additional costs, such as freight or handling fees, SEMINE employs automatic categorization based on keywords to ensure that they are accurately accounted for in the desired GL account or dimension. This means that these costs will be automatically allocated to the appropriate categories based on predefined keywords, saving you time and effort. By utilising this automated system, SEMINE ensures that additional cost lines are handled efficiently and accurately, freeing up valuable resources for other important tasks.

Generally, no. Suppliers only need to send PDF invoices individually with attachments directly to (your.org.nr)@semine.net, and we'll take care of the rest. If a PDF invoice doesn't meet our validation criteria, the supplier will receive an email with instructions on what needs to be changed.

Yes. There are a variety of ways to do this. The workflow module can forward based on total amount, line amount, text, product numbers, project numbers, approval status or any combination thereof. More than 100 invoice fields and statuses can be set up and adapt automations and workflows to your needs.  

Yes, definitely. You can structure the set up on organisation level, client level or a mix. Cross client view enables you to work with multiple clients in the same user interface, even when they use different dimensions, or have other specific needs. You can work across your clients even if they use different ERP-systems. 

Yes you can! Since SEMINE captures and processes all line items, the line item description can be analysed using SEMINE data access. This means you can look up specific items in your chosen analytics platform and see how many items you have ordered and the prices over time. This is just an example of what you can use data from SEMINE to do. 

SEMINE collects order and goods received data from the PO-system and uses this information in the processing of PO-related invoices to accommodate 3-way matching on a line item level. 

SEMINE has cross client learning abilities, which enables you to group your clients and benefit from the increased invoice volume this gives you. 

No, you don’t. You pay a monthly fee that includes unlimited user/approvers.

You can set up your workflow based on roles, and it is easy to replace people connected to these roles without changing the actual workflow.   

No, you can work across all the companies you have access to in the same user interface, no logging in and out of different clients. You don't even have to make separate invoice lists for the different companies if you don't want to. 

No worries, enjoy the vacation and leave the pc at home! Either you, or your SEMINE admin, can activate the out of office assistant in SEMINE, and your replacement will get the same roles and access as you normally have. When you are back from your holiday, you just turn off the out of office assistant.   

No problem! You can still use SEMINE across the entire organisation, and access all clients in our cross-client view. 

No, you can tailor the setup if you prefer to do so. Some clients might use different dimensions and accounts, workflows or approval limits. You can choose to have some settings that are company-wide and some who are client-specific. 

Semine follows data protection principles outlined in GDPR, including confidentiality, integrity and availability. 

All data is stored redundant, and all databases are backed up with support for point-in-time restore. 

Semine uses Microsoft’s Azure data centres in Norway and the Netherlands, so all data is stored within the EU. 

SEMINE's workflow engine provides a wide range of options to set up workflows. Customers can easily configure workflows based on various factors such as buyer, supplier, GL account, departments, projects, and amounts, among others, using over 100 different triggers. It is possible to create different setups for each entity in the organisation or have a setup at the organisational level that is inherited down to the different entities. The workflow engine is designed to be user-friendly and requires no coding experience to navigate.

You can either create a hierarchy or import an existing one into SEMINE to define a workflow setup based on it. The workflow can be configured based on the buyer reference on the invoice or a specific dimension such as department, project, or activity. The hierarchy ensures that invoices are routed to the correct employees for approval. You can also specify whether invoices should be approved by one, two, or more people, and set approval limits to ensure that invoices above a certain amount are approved by higher-level employees.

SEMINE offers flexible approval limit features that can be applied either in a hierarchy or a traditional workflow set-up. The system allows for setting unique limits for each employee and specific approval steps. Additionally, the approval limits can be triggered based on certain combinations, such as a specific amount and project, department, or account. This enables our customers to establish tailored approval processes that fit their specific business needs.

SEMINE has various roles that determine the level of access a user has. The workflow set-up is accessible through the settings page and can be granted to any user based on their role. The SEMINE administrator can control and specify which users in the organisation can access the workflow set-up.