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Accounts Payable (AP)

There is no COUPA integration on Day 1, so AP runs on exported files until the integration is delivered. IT produces a single OverDrive extract covering POs, Outside POs, and supply orders, and there are two ways AP can work it: the preferred play is for AP to upload the PO and receipt records into COUPA manually; the fallback is approving invoices as non-PO backed off the same extract. The workaround goes away when the COUPA integration is delivered.

When this applies

Vendor invoices and POs have to reach AP for approval and payment during the go-live period.

The workaround

Both options start from the same file: IT extracts a single Excel report from OverDrive that includes all POs, Outside POs, and supply orders, with order date, status, order quantity, received quantity, and received date. This can be produced each weekday. (IT)

Option 2 — AP uploads POs and receipts into COUPA (preferred)

  1. Manual PO upload — AP identifies the deltas in the extract and formats the records needed for a PO upload. (Central AP)
  2. Manual receipt upload — AP identifies the deltas in the extract and formats the records needed for a POR upload. (Central AP)
  3. Store 4237 invoices reach COUPA and attempt to match as usual. This runs automatically — no one kicks it off. (IT)
  4. AP works all DRAFT invoices as usual. If a 4237 invoice can't be matched, AP enters an invoice reason and submits it as Pending Approval. (Central AP)
  5. Create a new view in COUPA showing all 4237 Pending Approval invoices. (IT)
  6. The AP lead and the IT project team troubleshoot 4237 pending-approval issues. (IT)

Whether AP can identify, format, and upload the deltas on a daily basis has not been settled yet — see the open questions in Go-live & cutover notes before treating this as the standing process.

Option 1 — Non-PO-backed approval off the extract (fallback)

  1. All Store 4237 invoices go to DRAFT in COUPA, noting "PO xxx cannot be found." This runs automatically — no one kicks it off. (IT)
  2. AP checks the OverDrive PO report. If the matching PO is there, AP approves the invoice as non-PO backed with Issue Type = Overdrive Match — a new issue type that has to be created in COUPA for this. (Central AP)
  3. If AP can't find the matching PO, AP codes the invoice to 4237, enters the appropriate invoice issue type, and submits it as Pending Approval. (Central AP)
  4. Create a new view in COUPA showing all 4237 Pending Approval invoices. (IT)
  5. The AP lead and the IT project team troubleshoot 4237 pending-approval issues. (IT)

Go-live & cutover notes

  • The workaround is removed when the COUPA integration is delivered. There is no Day-1 integration, so plan on running one of the two options above for the whole go-live period. (IT)

Still open — the COUPA upload option

These questions are unresolved. Until they're answered, the manual upload isn't a settled procedure:

  • How will AP identify the daily deltas in the file? (Central AP)
  • How will AP format the file to match the COUPA upload requirements? (Central AP)
  • Can this be done daily? If it can't, the process runs the risk of false alarms. (Central AP)