Using Playbook in Accounts Payable Operations

  • Release version: Xanadu
  • Updated August 1, 2024
  • 4 minutes to read

    • Configure a playbook and visualize the step-by-step actions performed by an Accounts Payable specialist while processing an invoice.

    Before you begin

    Role required: Accounts Payable specialist

    Procedure

    1. Navigate to All > Accounts Payable Operations > Source-to-Pay Workspace.
    2. Select the list icon (List icon).
      A list of options within the workspace is displayed.
    3. Select Invoices >All invoices.
      You can create an invoice manually. For more information on invoices, see Work with invoices.
    4. Select View Invoice processing case.
      A playbook is available for the Invoice processing case. You can view the stages and activities of Invoice processing in the Playbook tab.
    5. Select Validate invoice.
      The invoice opens and you must verify the invoice details.
      1. Select the Review header details.
        Review the invoice header details and make any required changes.
      2. Select Save.
      3. Select Continue to move to the next activity in the playbook.
      4. Select the Review invoice lines activity.
        Manually review the invoice lines associated with the invoice processing case.
      5. Select Add new invoice lines to create invoice lines.
      6. Select Continue to move to the next activity in the playbook.
      7. Select the Review invoice tax line details activity.
        The Review invoice tax line details displays the list of invoice tax lines.
      8. Select Add tax.
        The Add tax lines to the invoice pop-up box displays. You can choose to add tax lines associated with invoice line. For more information on the fields of tax lines, see Invoice Tax lines fields.
      9. Select an Invoice line in which you would like to add the tax lines.
      10. Select the Apply to all invoice lines check box if you want to add the tax lines to all the invoice lines.
      11. In the Enter tax details area, perform the following steps.
      12. Select the Tax type to be associated with the invoice line.
      13. Enter the Supplier tax rate details.
      14. Enter the Taxable amount details.
      15. Enter the Supplier tax details.
      16. Select Add tax.
        The tax lines are added to the invoice line.
      17. Select Submit invoice.
        The invoice is submitted with tax lines.
    6. Select Check Duplicates.
      1. The Check Duplicates activity enables you to check if the invoice processing case is a suspected duplicate.
        The Review Duplicates activity is auto-selected if the invoice is a suspected duplicate. If the invoice isn't a suspected duplicate, then the activity is set to auto-complete.
      2. Select Confirm duplicate.
        If the invoice is found to be duplicate, then select confirm duplicate. The invoice moves to a confirmed duplicate State and the playbook is set to Cancelled
      3. Select Notify supplier.
      4. Select Not a duplicate if the invoice isn’t duplicate.
        A pop-up box displays prompting the user to enter the reason for the non-duplicate invoice.
      5. To reset the invoice to the received state after setting, it as confirmed duplicate follow the steps from Reset an invoice to the Received status.
    7. Select the Match lines card.
      If the invoice is a PO invoice or credit memo invoice of type PO and the invoice doesn't run into a matching error, then the Match lines card is set to auto-complete. However, if the invoice is of type Non-PO invoice or a credit memo invoice of type Non-PO, the stage is skipped.
      1. Verify the Match invoice lines card.
      2. You can edit the changes to the purchase order form and select Update.
      3. Select Continue after you save the changes.
      4. In the Review the PO Lines card, review the PO lines associated with the purchase order to identify the lines that is mapped to the invoice line.
      5. You can edit the invoice lines and match the invoice lines with the corresponding purchase order lines.
      6. Verify the Verify Purchase Order card.
        Verify the purchase order details associated with an invoice.
    8. Select Review exceptions.
      The list of exceptions raised for the invoice is listed. For more information on exceptions, see Invoice exceptions. This stage is set to auto-complete if the invoice doesn't run into exceptions.
      1. Review the exceptions generated for the invoice using the Resolve exceptions card, and resolve exceptions if any.
      2. Select an Check exceptions action to reevaluate the exceptions.
      3. Select Review exception tasks to resolve exception tasks if any.
      4. Select Create new task to create an exception task.
        For more information on exception tasks, Work on an invoice exception.
    9. Select the Await approval card.
      This stage is set to auto-complete after the invoice is approved.
      Note:
      Use Review approvals generated for the invoice. In the Notify supplier activity, you can review the emails sent to the supplier when an invoice is rejected.
    10. Select the Pay Invoice card.
      1. In the Review Integration errors activity, review the integration errors generated for the invoice.
        For more information on integration errors, see Integration errors.
      2. The playbook auto-selects a Review payments activity.
        You can view the payment details of the invoice. For more information on the payment form, see Payment terms
      The invoice processing case is completed with status set to Paid.