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Accounts Payable Module: Invoice Processing Workflow

Planergy’s Account Payable automation enables efficient invoice processing workflows that streamline the reconciliation of invoices to the purchase orders before payment is issued.

The invoices may be defined or not defined by the supplier due to which there are two workflows to scan invoices:

Note

  • The invoice template is manually defined for the supplier by Planergy in PDF format.
  • To have one of your supplier’s invoices templated you should send example invoices to Planergy support.
    Our team will template the invoices and map the template to the supplier.


When the Invoice Template is Not Defined for the Supplier

The AP automation follows these steps when the invoice template is not defined for the supplier.

  1. The First Invoice is received from the supplier or the invoice is manually uploaded.
  2. AP Automation will check if the invoice received from the supplier is defined.
  3. AP Automation will then identify the Supplier Name, PO Number, and Invoice Item Codes.
  4. The Supplier Name, PO Number, and invoice item codes on the invoice are matched to the Supplier Name, PO Number, and invoice items on Purchase Order in Planergy.
  5. If they do not match, additional logic is used to identify them but the accuracy may not be 100%.
  6. Once the First Invoice is reconciled in Planergy, AP Automation Lerner will identify the Invoice Number, Invoice Date, and Invoice Total on the reconciled invoice.
  7. AP Automation will then identify the Invoice Number, Invoice Date, and Invoice Total on Any Other Invoice.
  8. Once the Second Or Any Other Invoice is received, AP Automation will identify Supplier Name, PO Number, Invoice Number, Invoice Date, Invoice Total, and Invoice Item Codes.

Note

It is very important to set the Invoice Number, Invoice Date, and Invoice total for the first invoice as on the invoice received from the supplier.  This helps in automating the AP workflow effectively.

When the Invoice Template is Defined for the Supplier

The Invoice templates are the most accurate way to identify data on supplier invoices and therefore, the AP automation follows these steps when the invoice template is defined for the supplier.

  1. The First Invoice is received from the supplier.
  2. AP Automation will check if the template is defined for the supplier.
  3. If it is defined, the template will be used for invoice scanning.

Note

If the line items are listed in a table format, the invoice is suitable for the templating.
Updated on October 29, 2024
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