Summary: Reviews the payables automation workflows including invoice automation and payment automation.
Permissions: Permissions will differ based on the task the users need to perform. Users can refer to payables automation permissions or review the linked articles for more information.
Article Contains:
Overview
Centime streamlines account payable activities through Invoice Automation and Payment Automation. These are two distinct processes that work together to automate your AP process end to end.
Invoice Automation occurs on the Documents tab and the objective is to move the invoice through capture, coding, and approval before posting to the General Ledger. Once the invoice is posted, it moves over to the Unpaid Invoices tab where it will move through the Payment Automation process including payment approval, payment, and finally reconciliation to your GL.
Invoice automation process
Invoice Automation occurs on the Documents tab in the Payables module. It consists of the following steps:
- Upload/Send invoice document into Centime
- The invoice captures based on supplier profile settings
- Invoice Review
- Send the invoice to the approver
- Approve, hold, or reject the invoice
- Post the invoice to the General Ledger
Many of these steps can be automated. Please review the linked articles for more information Once the invoice is posted, it will move over to the Unpaid Invoices tab for the Payment Automation workflow.
Alternatively, if you need to pay an invoice outside of Centime (e.g. the invoice has to be paid in another currency), you can mark it as paid manually in Centime.
Invoice statuses
Below is a list of the invoice statuses that occur during Invoice Automation and a description of why they may occur.
| Status | Description |
|---|---|
| Needs review | Invoice coding is incomplete |
| Needs approvers | Invoice coding is populated, but approvers are required and not set |
| Ready for approval | Coding and approvers are populated, but AP manager needs to save |
| Awaiting approval | Invoice has been sent to the approver and it is awaiting action from them. |
| On hold | Invoice approver has put the invoice on hold. |
| Rejected | Invoice approver has rejected the invoice |
| Ready to post | Invoice has completed or bypassed approval and needs to be posted. |
Payment automation process
Payment Automation occurs on the Unpaid Invoices tab in the Payables module. This process can be completed for invoices that were:
- Created and posted in Centime
- Created in the General Ledger
It consists of the following steps:
- Apply any discounts to the payment
- Apply credits to the payment
- Queue up the payment
- Approve or reject the payment
Payment statuses
| Status | Description |
|---|---|
| Ready to pay | The invoice has been posted and is ready to begin the payment process. |
| Awaiting approval | The payment is with the payment approvers awaiting approval |
| Rejected | The payment was rejected by the approver and needs to be recalled |
| Scheduled | The payment was approved and is scheduled to process on the date specified by the AP manager |
| Paid | The payment processed and has been marked as Paid by Centime |
| Paid in General Ledger | The payment was made in the General Ledger, not Centime |
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