Process Payables Workbench (tfacp8350m000)

Workbench Layout

The workbench consists of:

Invoices by In- Process Status section

The count of the invoices which are in process is displayed in a bar chart, based on the invoice status. You can place the pointer on the bar chart to view the count of the invoices with the specific status. The information displayed for the invoice count or the invoice amount is based on the option you select.

The data is displayed in the graphical format for these statuses:

• Draft
• Imported
• Validated
• Validation Errors
• Registered
• Registration Errors
• Matched

Aging Invoices In-Process section

The count and ageing of the open invoices that are to be paid is displayed in a bar chart, based on the specified period. The age of the invoices is based on the difference between the Invoice date and the current date. You can place the pointer on the bar chart to view the count of the aging invoices for the specified period. The information displayed for the aging invoice count or the aging invoice amount is based on the option you select.

You can view the aging invoices either for a week, month or for a quarter. By default, the Week View is displayed. The views are:

Week View

The open invoices count is displayed from week 1 to 11 and last being >11week, which includes all the invoices due for more than 11 weeks.

Month View

The open invoices count is displayed from month 1 to 12 and last being >12month, which includes all the invoices due for more than 12 months.

Quarter View

The open invoices count is displayed from quarter 1 to 4 and last being >4quarter, which includes all the invoices due for more than 4 quarters.

Invoices (Grid) section

The invoices for the specified payable analyst are displayed in the grid.

The grid toolbar options are:

• Search: Use this option to search the invoices based on the specified data. You can search based on characters, numbers or combination of both.
• Payable Analyst: Displays the name of the Payable Analyst. You can zoom to the Employees - General (tccom0101m000) session and select a Payable Analyst. The invoices of the selected Payable Analyst are displayed in the workbench.
• Financial Company: Select the financial company for which you want to view the purchase invoices. If no financial company is selected, the registered invoices from all the shared companies are displayed. note: This field is displayed only if the data is shared by all the purchase invoice related sessions linked to the financial company.
• Actions: You can select an invoice and perform these actions:
  • Cancel: Cancel the invoice with status set to Draft, Imported, Validation Errors or Validated
  • Validate: Validate the invoice with status set to Imported or Validation Errors.
  • Register: Register the invoice with status set to Draft or Validated.
  • Match: Match the invoice which does not have any unassigned amount.
  • Enter Transactions: Specify the transaction for the invoices with status set to Registered.
  • Submit: Submit the invoices for approval.
    • This action is applicable, only if ION Workflow is implemented.
    • This option is available for all the invoices and workflow status is set to Not Started.
  • Approve: Approve the invoices with status set to Matched.
  • Received Invoice:
    • Starts the Received Purchase Invoices (tfacp1110m000) session if Received Invoice is selected in the grid.
    • If a Purchase Invoice with a Received Invoice linked to it is selected, the Received Purchase Invoice (tfacp1610m000) session starts with the Received Invoice. In case there is no linked Received Invoice, then Received Purchase Invoices (tfacp1110m000) session starts.
    • If no Invoice is selected in the grid, Received Purchase Invoices (tfacp1110m000) session starts.
  • Process Purchase Invoices:
    • Starts the Process Purchase Invoices (tfacp2107m000) session, if Purchase Invoice is selected in the grid.
    • Starts the Process Purchase Invoices (tfacp2107m000) session, if no record is selected or a Received Invoice is selected.
  • Error Log: Starts the Error Log (tfacp2580m000) session.
• Filter by: You can use this option to filter the invoices based on the Financial Business Partner group, Invoice from business partner and Pay to business partner.

You can use the option to generate invoice

1. Received Invoice: You can access the Received Purchase Invoice (tfacp1610m000) session from the workbench, using the Received Invoice option. You can manually specify the transaction details in this session. After the transaction is specified and saved, the invoice is reflected in the workbench. You must Refresh the workbench to view the updated invoicing data.
2. Purchase Invoice: You can access the session Purchase Invoice Entry (tfacp2600m000), which opens with the Transaction Type defaulted for Purchase Invoice. You can manually specify the transaction details in this session. After the transaction is specified and saved, you must Refresh the workbench to view the updated invoicing data.
3. Purchase Credit Note: You can access the session Purchase Invoice Entry (tfacp2600m000), which opens with the Transaction Type defaulted for Credit Note. You can manually specify the transaction details in this session. After the transaction is specified and saved, you must Refresh the workbench to view the updated invoicing data.

Interaction between grid and invoice by In-Process Status

Click on any bar of the chart (ex – validated), The grid displays all the validated invoice records. Similarly, when you filter any status in the grid (imported), the status is highlighted in the graph.

Invoice Details section

Click to view the details of the invoice in the details view. The invoice detail view displays the information such as company, invoice date, due date, bank account, invoice amount and so on. Click the Expand View option to display the details of the invoice.

Import Document ID:

Select the invoice with Import Document ID. The document is displayed on the right panel in the Related Information section. If you click on the icon, the document is opened in Infor document management.

To open the import document from the Invoice details, click the Import Document ID link.

Column personalization in the grid: To include or remove a column from the grid, select or clear the corresponding column name checkbox using the Column Personalization option.

Workbench personalization in the grid: To update or add columns, select the settings option and click save defaults.

Processing for Different Types of Invoices:

• Manual Received Cost Invoice

  The Initial status is set to Draft.
• Click Register, the status is modified to Register or Registration Errors.
• If the status is set to Registration Errors, the correction must be done. After correction, the invoice stage is Registered.
• Specify the reason, if any errors are prompted for the failure of the Transaction.
• If Correction of Errors are performed automatically, the status is modified to Transaction Entered.

• Manual Received Order-related Invoice

  The Initial status is set to Draft.
• Click Register, if there are no errors, the invoice Stage is Registered.
• Match with Purchase order, the status can be Matched or Partially matched.
• The invoice must be Matched completely to Approve the invoice.
• Click on Approve to Approve the Invoice.
• The Invoice is Approved.

• Imported Received Cost Invoice

  The Initial status is Imported.
• Click Validate, if there are no errors, the invoice Stage is Validated.
• Click Register, if there are no errors, the invoice Stage is Registered.
• Enter the Transactions, if any errors are prompted that Transaction is failed
• If Correction of Errors are performed automatically, the status is modified to Transaction Entered.

• Imported Received Order-related Invoice

  The Initial status is set to Imported.
• Click Validate, if there are no errors, the invoice Stage is Validated.
• Click Register, if there are no errors, the invoice Stage is Registered.
• Match with Purchase order, the status can be Matched or Partially matched.
• The invoice must be Matched completely to Approve the invoice.

Invoice from Batch

Invoice related to Purchase order and cost invoice: For these invoices, transactions are required to be created in the Transactions (tfgld1101m000) session. In this session, the batch is selected as purchase invoices. When LN process the batch, these two types of invoice are processed.

1. Purchase Freight / Landed Costs / Order-related Invoice:
   • Click New in the Transactions (tfgld1101m000) session, a new batch Purchase Invoice Entry (tfacp2600m000) session starts.
   • Select Purchase Invoice in the Transaction Type.
   • Select Invoice Type as Invoice related to Purchase orders.
   • Select the Order as purchase order on the Invoice Data tab, in the Order group.
   • All the details are defaulted.
   • Open the same invoice in workbench.
   • Click on Match with Purchase order, Landed cost or match with receipt. Once the Invoice is fully matched – Approved menu option is enabled.
   • Click Approve.
2. Purchase Cost Invoice:
   • Click New in the Transactions (tfgld1101m000) session, a new batch Purchase Invoice Entry (tfacp2600m000) session starts.
   • Select Purchase Invoice in the Transaction Type.
   • Select Invoice Type as Invoice related to cost.
   • Select the Business Partner.
   • Open the same invoice in workbench.
   • Click on Register. The invoice is Registered.
   • Specify Transactions. The status of the invoice is Transactions Entered.

Workflow Status

The workflow status is displayed only if the ION Workflow is implemented. These are visible when ION Workflow is implemented.

• Invoices with status set to Transactions Entered.
• Workflow Status field is displayed in column personalization, which can be selected and Workflow Status field can be added to the invoice grid.
• Submit menu option is available in Actions.
• Workflow status is displayed for the selected invoice in the invoice details screen.

Use case for Drafted Invoice

1. Manually invoice is created in the Received Purchase Invoices (tfacp1110m000) session. The status of the invoice is set to Draft.
2. Click Register option available on the Action menu, the invoice status is modified to registered and invoice number is generated.
3. Navigate Process purchase invoice and specify the transactions.
4. After the transactions are specified, the invoice status is modified from Registered to Transactions Entered. In the workflow environment, the transactions specified is displayed in the header and in the stage section. The Workflow status displays as Pending approval. Navigate to Ming.le and check my feeds.
5. Click show details, the details of the selected invoice are displayed and you must approve the invoice. The approved status is reflected in the workbench.

User Settings

Click to define the settings of the workbench details view.

The user settings window can be accessed from the upper right of the toolbar of the Process Payables Workbench (tfacp8350m000) session.

In the User Settings window, you can specify these default values based on which the invoices are displayed in the Process Payables Workbench (tfacp8350m000) session.

• Filter By: Specify the information based on which the invoices are filtered. You can sort the invoices by:
  • Financial Business Partner Group
  • Invoice-from Business Partner
  • Pay-to Business Partner
• General
  • Payables Analyst: The LN user with the payables analyst role.
  • Financial Company: This financial company for which the purchase invoice data is displayed. note: This field is displayed only if the data is shared by all the purchase invoice related sessions linked to the financial company.
  • Show Negative Amounts in Red: If this check box is selected, all negative values are displayed in Red color.

Messages section

This is an expandable pane which displays the error messages. When an error is reported in the workbench, the pane expands to display the error messages. Click to delete the messages. To minimize the pane, click the header.

The general options available in the workbench are:

• Refresh: Reloads the invoice related data from Infor LN.
• Save Defaults: Saves the values you set in the User Settings page and the settings are defaulted when you access the workbench, the next time.
• Clear Defaults: Clears the default values that you set in the User Settings page.
• Get Defaults: Discards the unsaved changes made to the user settings and applies the last saved settings when you access the workbench, the next time.
• About: Displays the version of the workbench.