Components installed with Accounts Payable Invoice Processing

Xanadu Finance and Supply Chain

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xanadu

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en-US

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Xanadu Finance and Supply Chain

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bundleId

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workflow

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Components installed with Accounts Payable Invoice Processing

Release version: Xanadu

Updated August 1, 2024

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Summary of Components installed with Accounts Payable Invoice Processing

The activation of the Accounts Payable Invoice Processing plugin installs a variety of components essential for managing invoice processing within ServiceNow. These components include user roles, automated flows, scheduled jobs, and tables that support invoice handling, exception monitoring, and tolerance management.

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Roles installed

Multiple roles are installed to provide granular access and responsibilities for users involved in invoice processing. Some roles are part of dependent plugins such as Finance Common Architecture and Source-to-Pay Common Architecture, which are automatically installed.

Accounts Payable Invoice Processing administrator (snapapm.admin): Full access to all Accounts Payable Operations features, including administration roles.
Accounts Payable Specialist (snapapm.accountspayablespecialist): Can view and update invoices, invoice exceptions, purchase orders, supplier details, and payments. Also able to allocate invoice line costs.
Accounts Payable Invoice Processing Reader (snapapm.reader): Read-only access to all Accounts Payable Operations tables.
Invoice tolerance admin (snapapm.invoicetoleranceadmin): Manages tolerance rules and types for invoice processing.
Tax specialist (snapapm.taxspecialist): Handles tax-related invoice tasks and resolves tax variance exceptions.
Additional roles from dependent plugins provide access to supplier payment info and invoice ownership management.

Flows installed

Create Invoice Processing Case for Invoice: Automatically creates an invoice processing case for each invoice attachment received via email. Emails without attachments do not trigger case creation.
Start Invoice Processing for Orphan Invoices: Processes invoice records in Draft state that currently have no associated invoice case. This flow must be activated separately to function.

Scheduled jobs

Exception Monitoring scheduler: Runs every five minutes to detect exceptions in purchase order, non-PO, and credit memo invoices in specified processing states. Activation of this scheduled job is required to enable automatic exception monitoring.

Tables installed

Several tables are installed to track invoices, exceptions, and tolerance rules:

Invoice exception and Invoice exception line: Store invoice-level and line-level exceptions respectively.
Invoice exception definition: Holds the definitions and criteria for exceptions.
Invoice processing detail: Captures invoice processing attributes.
Invoice tolerance rule and Invoice tolerance type: Manage tolerance rules and categorize tolerance types applied during invoice processing.

Several types of components are installed with activation of the Accounts Payable Invoice Processing plugin, including user roles, flows, and tables.

Roles installed

Note:

The following roles are installed with Finance Common Architecture (com.sn_fin), which is installed as a dependent plugin:

sn_fin.supplier_payment_info_read: Provides read access to supplier details and supplier payment information tables
sn_fin.supplier_payment_info_write: Provides write access to supplier details and supplier payment information tables. Tax manager creates tax codes, tax types to be applied on the invoice.
sn_fin.tax_manager: Provides read, write, update and delete access to tax code and tax type tables.

The sn_shop.invoice_owner role is installed with Source-to-Pay Common Architecture (com.snc.sn_shop), which is installed as a dependent plugin.

For information about the components installed with Invoice Case Management, see Components installed with Invoice Case Management.


Role title [name]	Description	Contains roles
Accounts Payable Invoice Processing administrator [sn_ap_apm.admin]	Can access all the features and capabilities of the Accounts Payable Operations application.	sn_ap_cm.admin sla_admin sn__ap_apm.accounts_payable_specialist
Accounts Payable Specialist [sn_ap_apm.accounts_payable_specialist]	Can view and update all invoices and invoice exceptions. Can view purchase orders, supplier details, and supplier payments.	sn_fin.supplier_payment_info_read sla_manager workspace_user canvas_user sn_ap_apm.reader sn_ap_cm.task.owner email_composer
Accounts Payable Invoice Processing Reader [sn_ap_apm.reader]	Can view all the tables available in the Accounts Payable Operations application.	vendor_reader sn_shop.procurement_common_reader
Invoice tolerance admin [sn_ap_apm.invoice_tolerance_admin]	Can create and manage tolerance rules and tolerance types.
Tax specialist [sn_ap_apm.tax_specialist]	Can perform actions on invoice tax lines and resolve tax variance exceptions.	email composer sn_ap_cm.task_owner sla_manager
Accounts Payable Specialist [sn_ap_apm.accounts_payable_specialist]	Can allocate invoice line costs by cost center or ledger account.

Flows installed


Flow	Description
Create Invoice Processing Case for Invoice	Creates an invoice processing case for an invoice that is received via email. Note: If you receive an email with N attachments, the application creates N invoice processing cases — A new invoice processing case for each attached invoice, where N is a positive number. If you receive an email with no attachment, then the application doesn’t create an invoice processing case.
Start Invoice Processing for Orphan Invoices	Picks up all the invoice records in Draft state that don’t have an invoice case associated with them and starts their processing. You must activate the flow to use it. For information on how to activate the flow, see Activate the Start Invoice Processing for Orphan Invoices flow.

Table 1. Scheduled job
Job	Description
Exception Monitoring scheduler	Runs on a regular schedule every five minutes to identify exceptions for the invoices of type PO, Non-PO, credit memo that are in PO matching completed/Accepted or Exceptions found state. You must activate the schedule job to run.

Tables installed


Table	Description
Invoice exception [sn_ap_apm_exception]	Stores the exceptions found in the invoices.
Invoice exception line [sn_ap_apm_line_exception]	Stores the line exceptions found in the invoices.
Invoice exception definition [sn_ap_apm_exception_definition]	Extends the Application File table. Store the exception definitions for an exception.
Invoice processing detail sn_ap_apm_invoice_attribute	Stores invoice processing information
Invoice tolerance rule [sn_ap_apm_invoice_tolerance_rule]	Stores the tolerance rules for each tolerance type. The table extends the application file table.
Invoice tolerance type [sn_apm_apm_invoice_tolerance_type]	Stores the different types of tolerances. The table extends the application file table.