Create an AP Custom Workflow

Define an invoice or memo cycle based on user role and allocation of spend. 

There are 3 outcomes which can be accomplished 

through the creation of an AP Custom Workflow. 

1. Approval Workflow: Define the approval group 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 email  Hopper, Company Code, Plant Code(s) and Cost Center(s) and AP Processors. 

• Use of Plant Codes is not required for the creation of an AP Workflow 
• Routing only applies to cXML and Supplier Portal Invoices
• AP Managers will still see all invoices 

Note: AP Workflows will be applied to memos if an organization is utilizing memo functionality. 

Workflow Requirements

✓ Each Workflow must be assigned to a specific approval group, requiring creation of an approval group before the workflow can be saved.

✓ Each Workflow must be assigned to one or more Company Codes, 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. 

Setup Requirements: 

• In Accounts Payable >Settings >Preferences toggle off AP Document Approval settings.
• Assign users with the role AP Approver and permission. 

Group Creation: 

1. Name the group 

2. Enter an optional description. 

3. Approval order follows the order as names are 

entered in the Approvers field (shown right) 

• Example based First Carol Tester approves, then the invoice will be sent to Jeffrey Approver. After which time the invoice approval process is complete. 

1. APPROVAL WORKFLOW 

• Utilize Workflow functionality with Approvals. 
• Complete Approval Workflow form and select a pre-existing Approval Gro to plug into the workflow. 
• Utilize Invoice Routing or Coding Workflow 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. (shown below) 

2. 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: 

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. 

3. INVOICE ROUTING 

Setup Requirements: 

• 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). 

Example below: 

Note: If items in an invoice have accounting segments that route to more than one AP Processor, the invoice will be sent to each AP Processor, whoever opens it first will process the invoice. The first AP Processor can still choose to complete their review and assign to another if needed.