Create an AP Custom Workflow

Workflow Outcomes

There are 3 outcomes which can be accomplished through the creation of an AP Custom Workflow. 

1. Approval Workflow:  Define the individuals responsible for approving applicable invoices before they are submitted for posting. 
2. Coding Workflow:  Define the individuals responsible for invoice coding review.
3. Invoice Routing:  Assign routing of invoices to specific AP Processor(s) based on the defined hopper, company code, Plant Code(s) and Cost Center(s).
   • Use of Plant Codes is not required for the creation of an AP Workflow. 
   • Only applies to cXML and Supplier Portal Invoices 
   • AP Managers will still see all invoices

Workflow Requirements

• Each Workflow must be assigned to a specific approval group, requiring the creation of an approval group before the workflow can be saved. 
• Each Workflow must be assigned to a specific company code, one or more Plant codes and one or more cost centers.

Create an Approval Group

One or more Approvers may be selected from the drop-down list of users with the  AP Approver assignment. (shown below)

• Approval order follows the order as names are entered in the Approvers field (shown above)
  • Example: First Carol Tester approves, then invoice will be sent to Jeffrey Approver. After which time the invoice approval process is complete. 

 Approval Workflow

Utilize Workflow functionality with Approvals

      Setup Requirements:

• In Accounts Payable >Settings >Preferences toggle off AP Document Approval settings. (shown above) 
• Assign users with the role AP Approver and permission.
• Complete all Approval Workflow details and select a pre existing Approval Group to plug into the workflow.

Utilize other aspects of Workflow functionality without triggering an Approval Workflow.

     Setup Requirements:

• In Accounts Payable >Settings >Preferences toggle on ‘AP Document Approvals’ This will bypass any approval groups created in Custom Workflow.
•  If applicable, toggle on non-PO based and memos settings.

Coding Workflow Options

Utilize Workflow functionality with specific users assigned as AP Coders. 

    Setup Requirements:

• Assign specific Accounts Payable users with ‘Code AP documents’ permission. 
• In the ‘AP Coder’ field select one or more users with the AP coding permission. 
• Utilize Workflow functionality without assigning coding responsibilities to team members outside of AP Processors:

Utilize Workflow functionality without assigning coding responsibilities to team members outside of AP Processors:

    Setup Requirements:

• Add ‘Code AP Documents’ permission to each applicable AP Processor role.
• Enter AP Processors as AP Coders in the Workflow template. (shown below)
• Train your AP Processors not to use Coding as an Invoice destination.  

Invoice Routing

    Setup Requirements:

• Review use of Accounting Segments.
• The segregation of invoices does not require more than 1 hopper, instead through workflow routing, invoices are sent to the designated AP Processor(s) based on the plant code, company code and cost center coded to the line items. 
• Routing will require the creation of multiple workflows, with different accounting segments and AP Processors. The Coders and Approvers can be specified for each as needed. 
• In Master Data >Users, ensure each Requester’s default Requisition settings reflect the correct Company Code, Plant Code(s) and Cost Center(s). 

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