Updated on October 22, 2024
Invoices can be processed in Prendio without needing to create a corresponding PO. Users with the appropriate access can bypass approvals by adding a bypass reason and attaching documents if needed. After details for the invoice have been added, they will be ready to push to an ERP system or by export.
Enabling the Non-PO Invoice Tab for Users
Processing an Invoice With No Associated PO - Bypass Approvals
Enabling the Non-PO Invoice Tab for Users
Users must have the appropriate access to skip approvals when processing an invoice with no associated PO. A company Admin can enable the ability to view the Non-PO Invoice tab in Scan Match for a user.
Please note that if a service provider (ex. BioProcure) handles the AP services for a company, the option to enable the Non-PO Invoice tab will not appear in a user account setup window. To process an invoice as a Non-PO, please upload the invoice and notify the service provider.
In the Admin role, locate the Users tab:
Locate the correct user and select Edit in the Action column:
The User Account Setup window will appear:
Locate Scan Match and check the box next to Show Non-PO Invoice Tab:
Please note that the Show Non-PO Invoice Tab box will be greyed out to users without the Accounts Payable role.
Save the update on the User Account Setup window when complete and exit out of the window:
The Non-PO Invoice tab will now appear for the user in Scan Match:
Processing an Invoice With No Associated PO - Bypass Approvals
After an invoice has been uploaded via Scan Upload or via a company's Scan Upload Email, the invoice will display in the Scan Match.
For additional details regarding uploading invoices, please visit: Scan Upload
Navigate to the Accounts Payable > Scan > Scan Upload. Check off the bottom of the uploaded invoice:
Please note that if a service provider handles the AP services at a company, the fields in Scan Match will be greyed out. Users will have View Only access to track the progress of documents in Scan Match.
Select the Non-PO Invoice tab:
Please note that selecting the Non-PO Invoice tab to process an invoice will bypass a PO requirement and approvals. If an invoice requires approval, process the invoice via the Invoice tab to send a Missing PO request to another user. The recipient of the Missing PO request will need to create a new requisition to prompt the approval process. For more details, please visit: Understanding Missing PO And Packing Slip Proxy Requests
Complete the details of the invoice including Invoice #, Invoice Date, Supplier, Invoice Amount, and any Tax or Freight.
The Supplier field will prompt a search for matching suppliers in Prendio as users type the supplier name. Select the supplier that matches the invoice:
If users are unable to locate the correct supplier, please contact a Buyer to add the correct supplier. Additional details like the supplier's remit address and W-9 may be required.
When complete, select Done, Next:
A reason for bypassing approvals must be added. Users can also attach files. Select Submit when complete:
The invoice will move to the Vouchers tab of Accounts Payable:
In the table of vouchers, locate the correct invoice. The Supplier, Document Date, and Document # added on the Scan Match will appear. The invoice will also be assigned a Voucher #:
The Available Receipts column will indicate that this is a Non PO Invoice - No available receipts.
The Voucher Status will note that the invoice is Pending Coding as Accounting Segments need to be assigned:
In the Actions column, select the View (eyeball) icon:
The next screen will display the uploaded invoice on the left. On the right will be fields for users to complete to match the uploaded invoice:
The Supplier (along with their Remit Address), Invoice #, Invoice Date, Terms, and Currency will appear in the top fields. Update the Accounting Segments to be used for the invoice:
After completing the Accounting Segments, select Add Line:
A new line will appear for users to add details that match the invoice. Select the arrow to expand fields:
Complete details including Description of the part or service and Invoice pricing of the line to match the uploaded invoice:
If additional lines are needed, select Add Line:
Ensure that Accounting Segments are completed for each line:
If the Accounting Segments will be the same for each line and have been selected at the top of the screen, users can select Apply to All Lines for segments to automatically populate for each line:
Ensure that all details are complete and accurate including that the Invoice Merch Total, Invoice Tax Total, Invoice Freight Total, and Invoice Total match the uploaded invoice. Approval Notes will display notes users add when bypassing approval on the Scan Match:
When complete, select Done, OK to Pay to send the voucher to the AP Push of AP Management:
AP Push to an ERP System
In the AP Push, Non PO Backed vouchers will have a blank PO number along with NON-PO INVOICE the Document Type:
Each line added on the voucher screen will display along with the invoice total (including any tax or freight):
