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Purchase Ledger Approval Processes for Invoice Discrepancies


A workflow represents a business process. It defines how a document flows, or moves, through the system by showing who must complete a task, make a decision, or approve a document. For example, a purchase invoice approval workflow is triggered by a user after inputting a purchase invoice. This directs the purchase invoice to different users for approval based on pre-defined conditions. This applies a level of control to the process alongside consistency and visibility into the approval process.

Approval workflows are only necessary if they are defined as a business requirement. Alternatively, if no workflow was enforced, users that create actions in the system freely without enforced controls.

Invoice Discrepancy Approval Requirements

When conducting invoice matching, invoices that display discrepancies can be sent to an approval workflow for review and approval prior to making payments. This is business dependent, the approval flow can be built in accordance with business requirements. Alternatively, invoices with discrepancies can be subject to no workflow and instead be handled internally or paid without review which is not an advisable process.

The invoice discrepancy approval workflow is built upon a flow of process steps. Approvals can be sent to individual users assigned to roles or alternatively a group of users that all exist as part of a user group.

APQC Framework

Please find below the relevant PCF ID’s.

Level 1 Category: 17058

Level 2 Process Group: 10733

Level 3 Process: 10756