The Invoice Administration module can be configured to allow invoices that fall outside of the community's matching tolerances, to be sent for approval manually or automatically. This means the buyer or requester who created/initiated the order that is being invoiced. Will receive a task to approve or decline the invoice. If approved, it is sent for delegated approval based on the community's approval process.
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Failed Matching Action
Within the Invoice Administration module this function has 2 states: On Hold and Send for Approval. The current state configured in communities, will be the default for any invoices that fall outside the configured tolerances and fail matching.
On Hold - Manual
The On Hold matching option/state means invoices that fail matching is on hold waiting for manual intervention, to ensure it is processed correctly. It allows users with the Create Invoices role to reject the invoice, force match it or manually route the invoice for approval.
Send for Approval - Automatic
The Send for Approval matching option will automatically put any invoices that fail matching into Pending Order Acceptance state. This means an email notification will be sent to the buyer(s) or requester(s) on the order, to notify the invoice is awaiting acceptance or rejection.
If the invoice is declined, it is put into a Rejected state and an email is sent to the creator of the invoice. If approved, it's automatically routed for delegated approval, an email is sent to the approver to let them know and the invoice changes to Pending Delegated Approval state. This means the invoice is now sitting with a delegated approver to be approved or declined.
Once approved while in the Pending Delegate Approval state, the invoice goes into a Invoice Approved (Matched) state meaning it has matched and can be paid. If declined, the invoice will go into a Rejected state. Whether approved or declined, the buyer(s) or requester(s) will be notified by email.