The Enter and Post Supplier Invoice Using Posting Proposal process can be used to handle postings and authorization of the postings of an invoice. The process can be set up to a high degree of automation. It involves automatic matching of invoices with the relevant purchase orders, automatic authorization of the posting lines, and the final posting of the posting proposal. It is also possible to manually modify posting lines and authorize them when required.
The whole process begins when the invoice is received by the company. The invoices will be entered in to the system by a suitable method, for example, paper invoices will be scanned and interpreted by an external application, and will be entered into the system. When the invoices are created, posting proposals will also be created. When the invoice is scanned or entered manually, it is possible to include a scanned image of the invoice. This image can be viewed in the workflow and from other windows in the application.
A posting proposal can contain postings for the invoices retrieved from the purchase orders. If the posting proposal is balanced after automatically matching with a purchase order, there will be no need to modify the postings in the proposal. If there is any difference, you can set up the company to create a tolerance line automatically for the specified limit, or you can manually enter a posting line to balance the invoice. When the posting proposal is balanced with the supplier invoice, it will receive the Balanced status.
A posting proposal can also contain postings for the invoices that are matched with subcontract payment certificates. When subcontract payment certificates are matched, postings are added to the proposal manually on the posting proposal lines and selecting the Match Certificates per Line command option. If there is any difference, you must manually enter the postings lines to balance the proposal. When the proposal is in Balanced state, the supplier invoice can be finally posted.
The authorization of postings can be set to be excluded or mandatory.
According to the authorizer assigning rules and routing rules specified for the company, authorizers will be automatically connected to the posting proposal. When a posting proposal exists for an invoice, (either manually entered or based on a purchase order) an authorizer assigning rule will be applied to the proposal, based on the information in the posting proposal such as priority, amount, supplier, and code parts. By using the authorization routing rule connected to the authorizer assigning rule, individuals with their roles will be identified to facilitate the authorization process.
The authorization can be set up to be performed automatically, so that any manual intervention will not be required to complete the authorization. You can also connect authorizers manually and authorize the invoices manually. If an authorization is done in IFS/Purchasing, the same authorizers can be used as authorizers for the posting lines of the invoice. Authorizers for the invoice can also be set up independent of the authorizers used in IFS/Purchasing. Authorizers can have the roles of Authorizer or Acknowledger. An authorizer will authorize the invoice while an acknowledger will acknowledge an invoice. When the authorization of the posting proposal is performed, the proposal is ready to be finally posted. If the authorization is set to be excluded, the posting proposal is ready to be finally posted when it is in balance. The posting proposal can be modified until it is finally posted.
The final posting of a posting proposal is done as a separate step. The authorization
of the supplier invoice for payment can be done before or after the final posting
is performed.
Before you start entering information, make sure
that the basic data required (BDR) has been set up as per the instructions in
BDR for Posting Authorization, if posting authorization should be used.