Agnostic Guides
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Accounts Payable
Configuration

Invoice Processing Rules

4min

Overview

Processing rules determine the baseline behaviour for an invoice based on its classification.

Albeit you can dynamically change the processing rule during the life cycle of an invoice via customizing (optional — refer to the Customizing section later in this document), the processing rule will set the default behaviour.

Setup

Based on the Gimmal Link Enterprise Classification configuration, below are the processing rule options. Unless specified otherwise, the options below are relevant to both NON-PO and PO Invoice Types.

  1. Enable Auto Create NON-PO/PO: Attempt to automatically park the invoice given metadata from the content management system
  2. Enable Auto Keep: If Auto Create is enabled and successful, keep the invoice at the Initial AP Stage (enable Auto Keep IA) or send directly for the next processing stage (disable Auto Keep IA)
  3. Enable Pre-Pop NON-PO/PO: If Auto Create is not enabled, or is enabled and fails, the Initial AP team must first create the invoice (or send for exception). This option allows you to pre-populate the SAP invoice entry screen with metadata from the content management system if available.
  4. Enable Auto Send Initial AP:
    1. Auto Create successful: work-item will be sent to the next processing stage after Initial AP (ie: Initial AP will be skipped)
    2. Invoice "manually" created successfully (ie: Auto Create is not enabled or fails, or the Initial AP clerk parks the invoice successfully), the Gimmal Link Enterprise pop-up window can be skipped and the invoice can be sent directly for the next processing stage.
  5. Enable Skip Approvals for PO Invoices: Skip all approval levels for PO based invoices.
  6. Deadline (Days) Initial AP: In days, how long a work-item will stay at the Initial AP stage before escalation. Who receives this escalation is configured in the Agents configuration (outlined later in this document).
  7. Enable Level 1 thru 5 Approvals: Enable approval level based on configured thresholds.
  8. Level 1 thru 5 Minimum Amounts: Minimum dollar amount of invoice to enable the relevant approval level. Leave blank to indicate no minimum.
  9. Deadline (Days) Approval Level 1 thru 5: In days, how long a work-item will stay at particular Approval stage before escalation. Who receives this escalation is configured in the Agents configuration (outlined later in this document).
  10. Skip Final AP for Posted Document NON-PO/PO: if the invoice is already posted when it arrives at this stage of the workflow, Final AP will be skipped entirely and the Gimmal Link Enterprise AP workflow will be completed automatically.
  11. Enable Final AP NON-PO/PO: Enable the Final AP stage.
  12. Enable AutoPost NON-PO/PO: Gimmal Link Enterprise can attempt to Automatically post the invoice at the Final AP stage. This is only attempted if "Enable Final AP" is enabled above. If Auto Post fails, a work-item is automatically sent to a Final AP agent.
  13. Enable Auto Send Final AP:
    1. Auto Post successful: workflow will be set to complete (ie: Final AP will be skipped).
    2. Invoice "manually" posted successfully (ie: Auto Post is not enabled or fails, or the Final AP clerk posts the invoice successfully), the Gimmal Link Enterprise pop-up window can be skipped and the workflow will be set to complete automatically.
  14. Force Post: If Final AP is enabled, and in the case that a work-item is sent to an agent (ie: AutoPost is enabled and either fails or AutoKeep is enable / Skip Final AP is disabled) if the invoice is not posted, then the "Complete Workflow" on the Gimmal Link pop-up window will be disabled.
  15. Deadline (Days) Final AP: In days, how long a work-item will stay at the Final AP stage before escalation. Who receives this escalation is configured in the Agents configuration (outlined later in this document).

Role Resolution / Agent Determination

Who will receive dialogue (foreground) work-items for workflow Initial AP, Approval, Final AP, and Exception stages is configured in the Agent configuration. Refer to the section "Agents" later in this document.

Customizing Options

The following customizing options are available for Invoice Processing. For information on how to implement, please refer to the section "Customizing" later in this document.

  1. Custom Rule Determination: To manipulate the Processing Rule for an invoice.
  2. Custom Auto Create: To implement your own Auto Create logic.
  3. Custom Pre-Pop: To implement your own Pre-Pop logic.
  4. Custom Work-item Text: To implement your own Work-item text.
  5. Custom Auto Exceptions: To implement your Auto Exceptions.
  6. Custom Auto Post Logic: To implement your own Auto Post logic.
  7. Custom Approval ASL Check: To implement your own ASL check
  8. Custom Role Resolution / Agent Determination: To implement your own logic to determine work-item recipients
  9. Custom Notifications: To implement your own method of notifying agents.
  10. Custom Pre-Processor Logic: Powerful BADI to take control of all pre-processing logic
  11. Custom Post-Processor Logic: Powerful BADI to take control of all post-processing logic
  12. Custom POPUP PBO Logic: To implement your own changes to the Gimmal Link pop-up windows for processing.
  13. Custom POPUP PAI Logic: To implement your own logic to the Gimmal Link pop-up windows for processing.



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