Working with Procure-to-Pay

Procure-to-Pay reads what your suppliers charge you and compares it with what you agreed to pay. It works from the documents in your Data Room, reports whatever does not agree, and shows the difference in dollars. This page is how to work with it from day to day.

What to put in the Data Room

Two documents are sufficient to begin. Put the agreement that sets your prices in Contracts and Agreements: an order form, a statement of work, a price list, even your lease. Put the supplier's invoices in Invoices. One agreement and one invoice from the same supplier produce a first finding.

Add the remaining documents as you have them, because each one allows another check to complete. An amendment or a price notice changes a price after you signed, so it belongs beside the agreement it changes. An order or a receiving record allows the quantity check to compare the invoice with what you requested. A credit note, the supplier's note that reduces what you owe, allows the credits on a final invoice to be matched to the deposit and the earlier invoices.

Add documents with Add to Data Room, as PDFs, or let a Connection deliver them automatically. An invoice a Connection brings in is examined the same way as one you added. Open the module's Data Room tab to see which documents it has drawn on and to link one it has not used yet. The Data Room explains where documents live and what each kind is for.

When it asks you a question

Procure-to-Pay asks you nothing when you add it. It asks a question only when a check needs the answer, and until then it uses a sensible default and names it in the finding, so you can correct it when it matters. Five questions can arise: whether you go by the order or by what was received, how many days you have to dispute an invoice, how far a price may move before you want to hear about it, any fee you pay that is not in the agreement, and any name a supplier uses for an item that differs from your agreement.

A question arrives as a needs-information finding in the Findings list, and as a card in Ask Ressura. Your answer becomes an entry in your Organisational context, with your name and the date on it, and the check runs again automatically. A fee or a name you confirm for one supplier applies to that supplier only.

How to read a finding

The module's Overview shows Money found, the sum of the exceptions with a dollar value in the period, and the supplier list beneath it. Its Findings tab lists every finding: the supplier, the Control that produced it, its kind, the amount, the confidence, its disposition and the date. Choose Review finding to open one.

An exception says what was charged, what the agreement sets, and the difference, line by line. Its provenance shows the invoice line, the agreement clause and the amendment or notice that moved the price, each with the date it took effect, so you can check the arithmetic yourself. When a finding leans on a default rather than a value you gave, it says so explicitly.

A needs-information finding names the document or the answer that would let a check finish, such as the deposit invoice missing from a prepayment chain. It never blocks the other checks. A fraud-risk finding comes from Fraud Watch and links the findings behind it. The Checks tab shows each of the eleven Controls with its pass, exception and needs-information counts for the period.

How to disposition a finding

You answer a finding in one of three ways, and each answer is recorded with your name and the date. Accept an exception when the supplier did overcharge, and add a note if you like. Reject it with the reason when the charge was right, such as a rate you renegotiated by email. The reason becomes a context entry, scoped to this finding, this supplier, this module or the whole company, so the same point is never raised twice. Answer a needs-information finding by adding the document it asks for or by typing the answer, and the check runs again.

A supplier's own page, under Suppliers, gathers its findings, its documents and its context entries in one place, with a button to draft an email to the supplier about what you found. Findings and Dispositions has the rules every module shares, including the two-person rule for rejecting a fraud-risk finding.

What it costs

Running its checks, opening a finding and dispositioning one cost nothing, and checking the same documents again is free.

This page is the how-to. The Procure-to-Pay page says why it exists and what it checks.