The following article relates to Procure to Pay (P2P) for the following applications and/or module(s):
AP Automation & Procurement
AP Automation & Procurement
Quick navigation to:
Invoice overview & order overview
Within AP Automation, the following icons are used as buttons with corresponding functions:
Icons where the user can claim the invoice:
| This invoice is assigned to the user, but has not yet been claimed. By clicking on the icon, the invoice will open in edit mode and will be claimed immediately. | |
| This invoice is assigned to the user and one or more other colleagues, and has not yet been claimed by anyone. By clicking on the icon, the invoice will open in edit mode and will be claimed immediately. | |
| The user has claimed this invoice. By clicking on the icon, the already claimed invoice will open in edit mode. | |
| This invoice can be claimed by the user with permission, overriding the assigned user. | |
| This invoice can be claimed by the user and one or more other colleagues, overriding the assigned user. | |
| This invoice can be claimed by the user, overriding the assigned user, but has an incorrect status. Please consult the application administrator. | |
| The user has claimed this invoice but has an incorrect status. Please consult the application administrator. |
Icons where the user can only view:
| This invoice is assigned to one other user. | |
| This invoice is assigned to a group of multiple users. | |
| Another user has claimed this invoice. | |
| The invoice is split into multiple parts. | |
| The invoice is split into multiple parts but has an incorrect status. Please consult the application administrator. | |
| The invoice is at a system step. | |
| The invoice is at a system step but has an incorrect status. Please consult the application administrator. | |
| Invoice is completed. | |
| Invoice is rejected. | |
| A general workflow error has occurred. Please consult the application administrator. | |
| For Procurement: not yet assigned as it is still in draft status. |
| Export overview. After clicking on the icon, the overview can be downloaded in two ways: 1. Via the pop-up Download Pending 2. Via the icon Requested files in the top right corner. |
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| Clicking on this icon refreshes/reloads the invoice overview. | |
| This icon allows navigation to Setup. | |
| This icon allows navigation to requested files. Here you can find the requested and exported files. | |
| Clicking on this icon opens the online help. | |
| This icon allows navigation to user settings. |
AP Automation
Warnings & information
| The due date is (almost) reached. The date can be seen via mouse-over. This invoice needs to be addressed urgently. | |
| There is an informative warning or an issue with the respective invoice. The warning can be read via mouse-over. For example, it may occur that the due date has already been reached and the invoice needs to be addressed urgently. | |
| This icon is only visible in the discount date column when 'Payment Terms' is used in ISPnext (Setup → Financial setup → Payment Terms). This icon indicates that there is still a discount to be obtained on this invoice. |
Quick access blocks
For more information: Quick access blocks
| By clicking on the edit icon, it is possible to indicate which Quick Access blocks are displayed in the invoice overview. | |
| By checking the asterisk, the Quick Access block will be shown in the overview. | |
| If the asterisk is not checked, the Quick Access block will no longer be shown in the invoice overview. | |
| It is possible to delete a custom Quick Access block by clicking on the trash icon. |
Invoice detail
for more information: Invoice detail screen
Invoice header
| Additional information is shown on mouse-over. | |
| An additional screen opens to retrieve order numbers. | |
| In the open order screen for the order number, you can easily click on the refresh button to refresh the data of a specific order, when a purchase order has been changed in the ERP system. | |
A calculation of the VAT amount is performed based on the selected VAT percentage. |
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A date picker will open for date selection. |
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| In the header panel, the function compare invoices can be opened. |
Lines
| Robotic Process Automation | |
| Distribute price difference over lines | |
| It is possible to organise and hide columns for costs and logistics invoices. By clicking on the icon, a pop-up with column settings will appear. |
Icons that may appear in the line panel are:
| Preview of the advanced route to be followed. | |
| Trash can, to delete the line. | |
An additional screen opens to add or refresh contracts. |
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| Under the coding assistance, this icon is for adjusting coding templates. |
Invoice matching
For more information see: Purchase order - Invoice balancing for matching
Tolerance indicator: within margin |
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Tolerance indicator: outside margin Shows a red triangle when the line falls outside the set matching tolerance. |
Invoice PDF
| Via this icon, it is possible to forward the invoice. For more information see: Forward invoice | |
| Via this icon, it is possible to open the training module for smartscan. For more information see: Smartscan recognition |
Audit
| Using the filter icon, it is possible to filter in the audit trail on: All, User, System, Comment, and Error message. | |
| This icon opens the invoice actions. For more information see for example: Delete invoice |
Procurement
Home
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Draft A purchase request is in the status 'draft' if it has not yet been submitted for approval. In practice, this is a purchase order that the requester is still working on. |
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To be placed A purchase order enters the status 'to be placed' if it cannot be automatically placed by procurement. In this status, a buyer can manually place the purchase order by downloading the PDF and emailing it to the supplier, or the application owner can update the supplier with an email address, so that the automatic placing can be attempted again. |
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To be received/invoiced A purchase order enters the status 'to be received/invoiced' when the order has been successfully placed with the supplier. In this case, the buyer is waiting for an invoice and possibly a receipt. Once an invoice has been booked for this purchase order, it will be automatically completed. |
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Active A purchase request is in the status 'active' if it has been submitted for approval by a requester. This includes activities such as 'advice'. |
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Completed A purchase order enters the status 'completed' when it has been fully processed. In this case, the order has been received and invoiced. The purchase order is then automatically completed. |
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Rejected A purchase order enters this status when it is rejected in the process. |
Purchase requests
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Draft A purchase request is in the status 'draft' if it has not yet been submitted for approval. In practice, this is a purchase order that the requester is still working on. |
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To be placed A purchase order enters the status 'to be placed' if it cannot be automatically placed by procurement. In this status, a buyer can manually place the purchase order by downloading the PDF and emailing it to the supplier, or the application owner can update the supplier with an email address, so that the automatic placing can be attempted again. |
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Active A purchase request is in the status 'active' if it has been submitted for approval by a requester. This includes activities such as 'advice'. |
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Completed A purchase order enters the status 'completed' when it has been fully processed. In this case, the order has been received and invoiced. The purchase order is then automatically completed. |
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Rejected A purchase order enters this status when it is rejected in the process. |
Purchase orders
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To be placed A purchase order enters the status 'to be placed' if it cannot be automatically placed by procurement. In this status, a buyer can manually place the purchase order by downloading the PDF and emailing it to the supplier, or the application owner can update the supplier with an email address, so that the automatic placing can be attempted again. |
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To be received/invoiced A purchase order enters the status 'to be received/invoiced' when the order has been successfully placed with the supplier. In this case, the buyer is waiting for an invoice and possibly a receipt. Once an invoice has been booked for this purchase order, it will be automatically completed. |
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Completed A purchase order enters the status 'completed' when it has been fully processed. In this case, the order has been received and invoiced. The purchase order is then automatically completed. |
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Rejected A purchase order enters this status when it is rejected in the process. |
Receipts
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Draft A receipt is in the status 'draft' if it has not yet been submitted for approval. In practice, this is a receipt that the receiver is still working on. |
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Wait for invoice A receipt enters the status 'Waiting for invoice' when the receipt has gone through the approval flow. In this case, an invoice is awaited. Once an invoice has been booked for the corresponding purchase order, the receipt will be automatically completed. |
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Completed A receipt enters the status 'completed' when it has been fully processed. In this case, the order has been received and invoiced. The receipt will then be automatically completed. |
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Active A receipt is in the status 'active' if it has been submitted for approval. This includes activities such as 'advice'. |
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Rejected A receipt is set to the status 'rejected' once it has been rejected in the approval flow. |