P2P Holding Area Changes – November 2017
A number of improvements have been made to the Holding Area to allow more documents to process without user intervention, and to speed up the process when you do have invoices or credits to resolve.
A new User Guide has been created to take you step-by-step through the improved process of releasing invoices and credit notes from the Holding Area. A copy is attached to this communication.
Scenarios where the invoice will now process automatically:
- Allocation Invoices
These invoices will process automatically and will appear in the ‘All Invoices’ screen.The retrospective order will be visible in the ‘Receipt Goods and Services’ screen.
- Product Substitutions
When an invoice is received that contains a product substitution it will be processed automatically, and the additional product will be added to the Purchase Order. This will allow the substitute product to be visible when receipting.
Scenarios where site users will still need to process the document out of the holding area:
- Missing or invalid PO Reference
You will need to link the invoice to the correct PO on the ‘Link Invoice to Order’ tab.
Refer to the ‘Resolve Held Invoices and Credits’ user guide or call the P2P Helpdesk for assistance.
- Data Errors - Wrong Site Code or wrong Supplier Code
You will not be able to resolve these issues yourself. Call the P2P Helpdesk who will ask the supplier to correct the error. The invalid invoice will be deleted and once resolved the corrected invoice will process directly in to ‘All Invoices’
- Invalid Products
If an invoice contains a product that is not available via your catalogue it will not allow you to process the invoice.Call the P2P Helpdesk who will ask purchasing to add the product to your catalogue. The P2P Helpdesk will then process the invoice out of the Holding Area on your behalf.
- Phone Orders
If you receive an invoice in the holding area for an order you know was placed over the phone, you must process this yourself using the ‘Process Phone Order’ button.
Refer to the ‘Resolve Held Invoices and Credits’ user guide or call the P2P Helpdesk for assistance.
- Credit notes
If the related invoice is not in ‘All Invoices’ or the credit references the incorrect invoice number, the credit cannot be processed. When the invoice is in ‘All Invoices’ link the credit note to the correct invoice.
Refer to the ‘Resolve Held Invoices and Credits’ user guide or call the P2P Helpdesk for assistance.
You will also notice that all invoices will show a purchaser contact of ‘edi import’. Any Allocation invoice or phone order will also show ‘edi import’ as the purchaser contact on the Order. For all orders placed on P2P the username will continue to show that of the person who raised the requisition.