Workflow · Procure-to-pay

AP supplier invoice processing

Getting a supplier invoice from the inbox to the ledger, approved and correct.

What this workflow covers
Capture, coding, matching to the PO, fixing exceptions, approval and posting.
Where it starts and ends
Starts when an invoice arrives. Ends when the approved invoice is posted. Paying suppliers and setting up new suppliers are separate workflows.
Where time and errors usually go
Match exceptions wait for someone to chase them. Approvals stall when an approver is out. Duplicates get through when the check is manual.

Improvements you can try inside this workflow

Each step lists the use cases that fit it.

1
Receive and capture invoice
Get the invoice data in and check the supplier is real.
What's involved (2)
- Extract invoice header and lines
- Validate supplier against master data
2 use cases for this step: Receive and capture invoice
2
Code invoice to ledger and cost center
Decide where the cost belongs.
1 use case for this step: Code invoice to ledger and cost center
3
Match invoice to PO
Check price, quantity and receipt, and catch duplicates.
What's involved (2)
- Check for duplicate invoice
- Match quantities to goods receipt
2 use cases for this step: Match invoice to PO
4
Resolve match exceptions
Fix what didn't match, with a reason recorded.
2 use cases for this step: Resolve match exceptions
5
Route for approval
Get the right person to approve, or their delegate.
What's involved (1)
- Assign delegate when approver is unavailable
2 use cases for this step: Route for approval
6
Post approved invoice
Book it so it's ready to pay.
1 use case for this step: Post approved invoice

How we rate AI at each step

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Use cases for this workflow, rated so you know what to do first.