Supplier Invoice Management using QAD’s Enterprise Edition Financials 

Posted on: March 30, 2020 | By: Andy Vitullo | QAD Financials

The Procure to Pay work-stream contains processes with business internal control concerns. Those processes can include creation of new suppliers, the processing of purchase requisitions, the processing of purchase orders, inbound material receiving, supplier invoice processing and finally the settlement of supplier’s invoices through a business’s banking system.

While businesses have upstream controls, it is critical that a supplier invoice is processed only when evidence of approval is available for each individual invoice.

Supplier Invoices may vary from purchase orders or requisitions for quantity and price differences or incremental charges (example; freight, tooling).  These additional charges must be approved by the business based on the delegation of authority for the procurement of good and services.

Obtaining those approvals can be an inefficient manual process.  QAD’s Enterprise Edition provides your business with tools to enable an efficient Supplier Invoice Management System.   Those tools include user defined fields, attachment of supplier invoice documents and browse collections.  A process may include the following:

  1. Registration of the supplier invoice in QAD via Supplier Invoice Create and assignment to an approver to obtain approval evidence.
  2. Attachment of the supplier invoice PDF to the Supplier Invoice record.
  3. A browse collection for the approver to view unapproved invoices in the approver’s queue.
  4. A secured user defined field to collect an overt approval statement along with the approver’s user id.
  5. After approval is obtained, the processing of the invoice for initial status to an approved allocated status.

This tool can support both single and multi-site business.   Leverage these embedded tools in QAD and eliminate the risk of unapproved allocated supplier invoices.



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