PO Receipting Notifications

[ChrisBull]

Hi All,

Is there any way SAP Concur can automatically send email reminders to staff, when an invoice has been received against a PO, but the receipting hasn't been completed yet?

In our business, we require all PO requesters to complete the GRN receipting before their invoices can be paid. However, this is a recent change / implementation in our company, and staff are not remembering to complete the receipting. We have to keep manually reminding users to complete the receipting.

We have a central team which processes the invoices, on behalf of the PO requester - so the requester is often not aware that an invoice has been received. We want to maintain a central hub for dealing with the invoices though, to maintain control and to make sure the invoices are scrutinised and sense-checked for financial errors before payment.

Many thanks,
Chris

[PoojaKumatkar]

Hi @ChrisBull ,

You can create email reminder as shown below:

1. create rule to check whether invoice status = Not submitted and GRN is not done.

2. Link rule into email reminders:

With this user will start getting email reminders if they have submitted invoices which are assigned to them and if it doesn't have GRN entries.

Also, to get invoice assignment notification below settings needs to be done:

1. Manual option - Each individual employee can go to their profile settings >> Under Invoice settings (Invoice preferences) >> Select checkbox "An invoice has been assigned."

2. Bulk update settings for all employees - in Employee import, record type 360 (column no. 23 - Send E-Mail When The Payment Request Is Assigned To A User) - Update 'Y' for all employees so that employees will get notification when invoice is assigned to them.

Also, I would suggest creating an audit rule to check whether GRN is done or not and if it is not done then trigger hard stop msg so that user wont be able to submit their invoices without doing GRN.

Event - Payment Request Submit 

Condition: if any invoice line item and associated matching PO line item missing GRN entry then audit rule will trigger. 

Note - Invoice line vs PO line matching needs to be done then only this audit rule will work and system will be able to check whether associated PO line as GRN or not. If you dont do matching then I think rule will not trigger.

If this answers your query, then please mark solution as accepted.

[ChrisBull]

Hi Pooja,

Thanks so much for replying.

Unfortunately I think your suggestion wouldn't work in our case, because we do not assign invoices directly to the person who created the PO.

Instead, we assign invoices to a central hub, which deals with the invoice admin on the PO requester's behalf. So I think the central hub would end up getting all of the email reminders, when ideally we need to the reminders to go directly to the person who raised the PO.

Could there be a different way, so email reminders go to the PO requester instead? Maybe it means a different way of triggering the email, rather than based on the invoice, but just on the main PO request instead?

Thanks,
Chris

[PoojaKumatkar]

Hi @ChrisBull , 

Unfortunately, there are no email reminders or notifications available for PO requestor. Also, you are not following the right path when it comes to invoice assignment. 

Correct process is when invoice received as Capture processor stage, based on PO number system automatically identifies the PO owner and doesnt allow capture processor to overwrite that. Once verification is done and submitted, invoice get assigned to the actual invoice owner/PO owner and also get notified for the same.

In case if invoice is incorrectly assigned to the user, then can still unassigned and re-assign it to the right person. 

Also, if you are not assigning invoice to PO requestor then how will they get notified. In all of these assignment process if we are not involving PO requester anywhere then how can we expect system to send notification to the PO requester. Logically this is not even possible. It is only possible when we invoice them in assignment process then only, they will get notified. 

Hope you are getting my point.