Send invoices to WorkDesign

You can send invoices to WorkDesign by forwarding them to this email address:

You may also wish to provide this email to suppliers so they send invoices there directly.

Initial validation

When a document enters WorkDesign it automatically enters the initial validation workflow.

The initial validation workflow will check the invoice's captured header data for missing or mismatched values. 

• If there is an issue with any of the header data, the invoice will generate an exception and will be sent to the AP team's assignment queue.
  • The document's Status (under File Details) will be updated to EXCEPTION - FAILED HEADER VALIDATION.
    
• If there are no exceptions, the invoice will proceed automatically to the Line item creation workflow.

Resolve validation exceptions

1. Open the document.
2. Select the Document Journal  icon.
3. Click the orange filter drop-down menu at the top of the Document Journal.
4. Select Document Comments.
5. Read through the document comments to determine the cause of the validation failure.
   
6. Update and save the data in File Details as needed.
7. Open the Workflow Options  panel.
8. Select the Updated - Reprocess workflow option.
   

The invoice will then be sent back through the validation workflow.

If the invoice passes validation, it will proceed to the Line item creation workflow.

• Alternatively, you can select the Reject Invoice workflow option to reject the invoice.
  • This will send the invoice to the Rejection review workflow.

Line item creation workflow

After passing initial validation, the invoice will continue to the line item creation workflow.

The creation of line items will differ depending on whether or not the invoice supplier is marked as using Purchase Orders (POs).

For more information on marking a supplier as using POs, see the Reference data projects article.

Supplier uses Purchase Orders

If the supplier is marked as using POs, the workflow will attempt to match the invoice's PO number (as recorded in File Details) with an existing PO in WorkDesign.

• If a matching PO is found, the invoice will automatically pre-fill the line items from the PO and proceed to the Approval workflow.
  
  
• If there is no PO number entered on n invoice whose supplier is amrked as using PO numbers, the invoice will generate an exception and will be sent to the AP team's assignment queue for review.
  • The document's status will be updated to EXCEPTION - PO NUMBER MISSING.
    
• If a matching PO cannot be found, the invoice will generate an exception and will be sent to the AP team's assignment queue for review.
  • The document's status will be updated to EXCEPTION - NO LINES.
    
  • The document's document journal notes will be updated to reflect that no matching PO lines could be found.
    

The following workflow options will be available from the workflow options panel:

See below for more information on each workflow option.

Supplier does not use Purchase Orders

If the supplier does not use POs, WorkDesign will attempt to generate default line items for the invoice.

See Default line items for more information.

Default line items

Default lines are created for the invoice using the invoice's header total values: 

• Total Ex GST
• Total GST
• Total Inc GST

As well as the default GL code selected for the invoice's supplier.

• If the invoice has no GST value, or exactly 10% GST, a single line will be created.
• If the invoice's Total GST value is less than exactly 10%, two lines will be created, one GST-free and one GST inclusive.

If the invoice's supplier does not have a default GL code selected, the invoice will generate an exception and will be sent to the 

Line item validation

Once an invoice's line items have been created, the invoice will automatically proceed to the line item validation workflow. 

This workflow checks that all the line items' mandatory values are present, that the sum of the line item values sum correctly, and that there is no variance between the line item totals and the invoice header totals.

Approval workflow

Once an invoice has successfully passed line item validation, it will proceed to the approval workflow.

The invoice will be assigned to a nominated user to approve, based on the Approval Department selected in the invoice's header data in File Details.

See below for further explanation on the workflow options available at this step.

Approval workflow - exception

If an exception occurs during the approval workflow, the invoice will be sent to the AP team's assignment queue.

The invoice will also be assigned to this exception queue if either of the following options are selected during the Approval workflow step:

• Escalated Approval Required
• Cannot Approve, Send to AP for review

See below for more information on the workflow options available at this step.

Rejection review workflow

If an invoice is rejected at any stage during the AP Invoice workflow, it is sent for rejection review and assigned to the AP team's assignment queue.

However, If the invoice is assigned to the AP team group, and rejected by an AP team user, the invoice be rejected outright.

Its Status will be updated to "REJECTED BY AP TEAM" and it will not proceed to the rejection review workflow. It will be terminated in all workflow processes and will not be exported from WorkDesign.

The following workflow options are available:

Pre-export validation

When an invoice has successfully been approved for payment, its Status will update to "FULLY APPROVED".

The invoice will then automatically proceed to a pre-export validation workflow which confirms that all mandatory header data is present, all mandatory line item data is present, and that there are no discrepancies or variances between the invoice and line item totals.

If there is an issue found during pre-export validation, the invoice will return to the Line item validation workflow.