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Topic

    Virginia Baez-Ponce
    Suppliert Portal - Notification for Creation of InvoiceAnswered
    Topic posted June 16, 2017 by Virginia Baez-PonceBronze Medal: 1,250+ Points, last edited January 30, 2019, tagged Payables 
    75 Views, 4 Comments
    Title:
    Suppliert Portal - Notification for Creation of Invoice
    Summary:
    AP would like to obtain email notification for Invoices Created and submitted through the Supplier Portal
    Content:

    Hello All,

    We have implemented the Supplier Portal in the test environment. When testing this new feature, we noticed that when a supplier creates and submits an invoices, Payables does not obtain any sort of notification to alert the AP Specialist to review and validate invoice. The only workaround is to go to 'manage invoices' and see invoices requiring validation based on their creation date. We also noticed that if a submitted invoice is incorrect, AP is unable to 'reject/return' invoice. The only available action under 'invoice action' is to cancel invoice.

    I would like to know how other companies are using the Supplier Portal and manager invoices submitted through it.

    Best Comment

    Becky Alvarez

    Virginia,

    No,  just notifications are not sent and if the invoices are Non-PO invoices, they MUST go through approval to ensure that the Supplier is submitting a valid invoice for a valid payment.  We can't just pay invoices just because a supplier asks us to.  You can take a look at the approval workflow to see if you can generate FYI notifications.  That is the only thing I can offer.

    Comment

     

    • Becky Alvarez

      I believe that most of the invoices submitted via portal require approval which can then 'notify' and allow for approval.  I am not sure if that is set from iSupplier Portal or in AP based on invoice source/type but that is what most do.

    • Virginia Baez-Ponce

      Hi Becky,

      Actually, we would like to obtain notifications when a vendor submits an invoice. Reviewing invoices by validation/approval workflows is a workaround that might not be too efficient based on the volume of invoices that we process daily.

      Thanks,
      Virginia

    • Becky Alvarez

      Virginia,

      No,  just notifications are not sent and if the invoices are Non-PO invoices, they MUST go through approval to ensure that the Supplier is submitting a valid invoice for a valid payment.  We can't just pay invoices just because a supplier asks us to.  You can take a look at the approval workflow to see if you can generate FYI notifications.  That is the only thing I can offer.

    • Shay Schaufele

      We have implemented Supplier Portal Cloud for our suppliers.  Our suppliers that have a Purchase Order must submit an invoice via Supplier Portal.  AP does not get a notification of the invoice being submitted.  

      As the invoices are coming from the Supplier directly, AP cannot alter it in any way.  If there is an error, AP can only reject them.  This is for audit purposes.

      If the invoice does not have a PO, then they will need to send it to AP directly.  I have been reading on this process and how to get it to work in Oracle.  You would need to enable invoice approval workflow.  The supplier would need to submit an employee email address (must match exactly) to route the invoice for approval. 

      Shay