iDocuments Automated Awaiting GRN

First published on: 03/15/2024/5:04 pm

User Guide

Overview

Introduction

This document discusses the iDocuments Automated Awaiting GRN (goods receipt note) functionality. This allows the system to automatically assign a GRN to an invoice marked as 'Awaiting GRN' from the related purchase order (PO).

Changes required

User settings

A company setting ('Allow Automatic Processing of Invoices Awaiting GRN') enables the scheduled task to include the company in its checks.

There's also a company configuration setting for 'Can Sync with SAP'. It's set by your Vision33 consultant during the implementation process.

Scenario

• The invoices are received

iDocuments has received the invoices, but the goods or services haven't been received.

In the example below, an invoice is received with a PO number the OCR process can capture. It exists in iDocuments for this supplier, but the PO isn't yet receipted.

• The invoices are automatically changed to 'Awaiting GRN' status

When iDocuments processed this invoice, it checked that it had a PO reference of 20 but didn't have a GRPO (goods receipt for purchase order) yet.

Therefore, the system automatically placed the invoice into 'Awaiting GRN' status (as seen below).

• The invoices are manually changed to 'Awaiting GRN' status

When iDocuments processed this invoice, a finance user manually selected the PO reference.  If the GRPO is missing, then iDocuments will send the PO creator an email - using the 'Missing GRN' message type.

Therefore, the system automatically placed the invoice into 'Awaiting GRN' status (as seen below).

Note: Understanding the importance of this invoice being in the 'Awaiting GRN' status is crucial.

When you navigate to the document and view the invoice in the 'Rapid Entry' window, you won’t find any lines (see screenshot below). This is because iDocuments can only assign lines to the invoice once the PO has received its GRN.

If the PO reference on the invoice is wrong and the supplier won’t send a new invoice, for example, you can manually match the PO using the 'PO Reference' field in Rapid Entry. For this example, we're waiting for the GRN.

Also, notice that on the page listing the PO number and GRN number aren’t there yet.

• Receipt is processed

Once the GRN has been added, there's a 10-minute iDocuments schedule that automatically links the invoice with the PO/GRPO and changes the status from ‘Awaiting GRN’ to ‘Draft’.  

This draft invoice will now show on the homepage under 'Due for Submission – Submit PI'.

From here, the processing is the same as when an invoice is received with a GRN in that it's possible to see lines and the AP user will review the invoice, update if required, and submit as normal.

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