The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):
AP Automation
When receiving a debit invoice wherefore a credit invoice is requested, it is possible to link the debit invoice to the credit invoice as soon as the credit invoice is received. Linking the debit and credit invoices is possible through the Link invoice option. Linking the invoices is only possible when the regarding debit invoice has been put in the step 'Wait for credit'. It is possible to add multiple credit invoices to one debit invoice or multiple debit invoices to one credit invoice. In order to link invoices the right user permission is needed. The user that can access the credit invoice can also access the linked debit invoice Besides that, the user that can access concerning debit invoice also access the linked credit invoice.
In order to make use of this functionality the workflow needs to be set up for using linking debit and credit. It is not possible to use invoices that were loaded whilst being on a previous workflow version without the linking debit and credit functionality. For setting up the workflow you can create an ticket to request the required workflow change.
Debet invoice in status wait for credit
When a credit invoice is requested for a debit invoice the status of the debit invoice can be put into the step 'Wait for credit', and be processed.
Linking a debit invoice
When the credit invoice is received in AP Automation it can be opened in the Edit mode.
Under Audit in Invoice actions click on the icon and choose the option Link invoice.
*Linking a debit invoice can generally only be executed when the invoice is active in the activity 'Coding by Accounts Payable'. The naming and activities wherein the choice 'Wait for credit' can be made, may differ per organization or set up.
In the Link invoice screen it is possible to link one or multiple debit invoices to the credit invoice. Only the debet invoices of the concerning supplier that are set in the 'Wait for credit' step can be selected. By selecting the debit invoice and clicking 'ok' the two invoices will be linked.
Linking completed
- After linking the invoices the debit invoice can be found under Linked invoices in the Header of the credit invoice.
- The debit invoice is removed from the 'wait for credit' step and returned to the step from where 'wait for credit' was selected. The user who set the invoice to 'Wait for credit' will have the invoice restored to his or her name. Invoices in this automatic step can no longer be seen in the ‘My activities’ overview. Depending on the user rights, these invoices can be seen in the ‘All invoices’ or 'All open invoices' overview and via the link in the audit of the relevant invoice.
- Read rights are updated; if a user is allowed to view the debit invoice then this automatically applies to the credit invoice as well (and vice versa).
Linking multiple credit invoices to one debit invoice
When multiple credit invoices have been requested for one debit invoice the credit invoices will need to be linked separately. The status of the debit invoice will need to be put back on the step 'Wait for credit'. After the debit invoice has been put back on the step 'Wait for credit' the invoices can be linked with the help of the steps explained above.
Show linked invoice(s) in Audit
It is possible to access the linked invoices in the Audit of both the credit and debit invoice. In the Audit the message 'show linked invoice' is shown. This message leads directly to the linked invoice. It is also possible to find back an unlinked invoice in the Audit.
Unlink an invoice
Not yet processed invoice
If the invoice step is not yet processed and the invoice is still in edit mode, it is possible to remove the linked invoice by clicking the the Linked invoices under the Header of the credit invoice.
Already processed invoice
In case the invoice needs to be unlinked after the linked invoice is processed it is possible to unlink the invoice by overruling the credit invoice. After overruling the invoice can be 'unlinked'.
Besides that, when the debet invoice is removed, the link will be automatically removed.
*The naming and activities wherein the choice 'Wait for credit' can be made, may differ per organization or set up.