The article discusses the process of requesting an audit report within the Procure to Pay (P2P) system, specifically using the AP Automation module.
Users can request one audit report per day, which is generated overnight.The report requires selecting an 'Overview' and can be filtered by various fields such as company, invoice number, vendor, and dates.
The report is available in XML format under 'My requested files' and includes tabs for Invoices, Lines, Audit, and Criteria, each providing different insights and details.
Third-party access requires ISPnext environment permissions.
The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):
AP Automation
Under 'Setup' → 'Reports' → 'Audit Report' it is possible to request an audit report *if additionally configured. When requesting the report, it is mandatory to choose an 'Overview'. Filling in the other fields is optional. After one or more fields are filled in, the report can be requested using the button.
Please note: only one audit report can be requested per day. This report is generated overnight; therefore it will be possible to request a new or different audit report the following day.
Fields
| Field | Function |
|---|---|
| Overview | It is possible to choose from the following views: All open invoices, All completed invoices, All rejected invoices and All invoices. |
| Company | It is possible to generate an audit report on a specific company. |
Invoice number Vendor ERP number Order number | It is possible to create an audit report on a specific invoice number, Vendor, ERP number and Order number. |
| Invoice amount | It is possible to create an audit report with a filter for a minimum and maximum invoice amount. |
| User | It is possible to create an audit report on invoices and actions of a specific user. |
Scan date Invoice date Posting date Due date Pay date | It is possible to filter by Scan date, Invoice date, Posting date, Due date and Pay date. With this setting it is therefore possible to indicate the period for the audit report. |
The report
Note: If a third party needs access to create Audit reports (for Audit purposes) this party will need to have access to the ISPnext environment. Please contact the application owner about this.
Tab Invoices
In the Invoices tab it is possible to view the complete overview of invoices in the requested report. In the Audit report under the column 'Link', a link is available to the invoice in AP Automation.
Tab Lines
IIn the Lines tab, it is possible to see detailed information such as the VAT code.
Tab Audit
In the Audit tab it is possible to see the dates with exact time of execution and by whom the task was performed.
Tab Criteria
If criteria has been set, there is a fourth tab called 'Criteria'. This shows which criteria/fields were set for creating the report in ISPnext.
*Additional configuration may involve costs.