The meeting provided an in-depth walkthrough of general invoicing settings available in the AP Administration section of the system, accessible only to users with administrative permissions.
Key topics included the configuration and impact of PO Auto Close settings, highlighting differences between hard close and soft close, along with a step-by-step review of other AP-related configuration options.
Several best practices and default recommendations were discussed, but final settings were noted to be organization-specific.
Additional areas (supplier configuration, receipt reminders) were noted but deferred to future sessions.
Action Items
(None noted in transcript.)
Accessing AP Administration & General Settings
Only users with the AP Administration permission can access invoicing configuration settings.
Settings include enabling/disabling organization-level AP features, accessible via the "Configure AP Settings" menu.
Changes made to settings require saving before navigating away to avoid losing updates.
PO Auto Close Settings
"PO Hard Close" restricts creation of receipts or invoices against a closed purchase order; this is generally synchronized with ERP systems.
"Soft Close" keeps the PO open in the ERP for a specified time, even if it appears closed in the system, to allow for automated receipts and invoices.
The delay between soft close and hard close can be configured (default is zero, which disables soft close).
Setting "Wait for paid status update to close POs" allows the ERP to automatically close POs when fully invoiced, reducing manual steps.
"Allow receipts against soft close POs" can be used to permit receipts even after soft close.
Standard and Recommended Invoicing Settings
"Use org managed list of payment terms" should be enabled for organizations managing payment terms centrally; enabling may reveal additional subsettings.
Enable "user of tolerance issues before receipt is submitted" to provide warnings when invoice tolerances are exceeded; only warnings, not submission blocks.
"Prevent receipt submission if over received" should be on to prevent excess receipts; return receipts remain possible.
"Prevent receipt submission if PO line canceled" can be left off to allow some flexibility.
Early payment discounts: Calculated from subtotal by default; set to auto-apply and always display, or hide after the discount date as preferred.
Show negative values on credit memos and for split amounts for transparency in re-encumbering funds.
Restrict "create cost receipt" option to flagged POs only if workflow requires, using a specific robot to flag them.
Convert PO price splits to percentage splits on invoices for consistency.
Disable "enable receipt mapping for invoices" if not used by the organization.
If attachments are uploaded with invoices, the system will default to using internal PDFs as invoice images.
Optionally, prevent PO attachments from being transferred to invoices.
Miscellaneous, non-taxable fees can be added to invoice headers via search-and-select functionality.
Additional Functional Settings
Changing invoice owner can update the business unit and department fields automatically.
Option to update invoice custom fields based on new invoice owner.
Use contract invoice approvers on contracts to direct approvals to relevant contract-specific teams.
Configure system to use invoice date, not creation date, for exchange rate calculations if preferred.
Prevent system from re-running matching on already paid invoices to lock document history.
Areas Deferred for Future Discussion
Supplier configuration parameters and receipt reminder emails will be covered in separate sessions or videos.
Decisions
Set PO Auto Close delay to zero — This disables soft close for POs, opting for immediate closure unless otherwise needed.
Enabled wait for paid status update for PO closure — Allows ERP-integrated automation of PO closure upon full payment.
Open Questions / Follow-Ups
Detailed review of supplier configuration and receipt reminder settings pending for future sessions.