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Accounts Payable (AP)

There is no COUPA integration on Day 1. AP is handled through exported files and manual approval until the integration is delivered.

When this applies

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

The workaround

  1. All Store 4237 invoices go to DRAFT in COUPA, flagged "PO xxx cannot be found." (IT)
  2. AP checks the OverDrive PO report. If a matching PO is found, AP approves the invoice as non-PO backed with Issue Type = OverDrive Match — a new issue type created in COUPA for this purpose. (AP)
  3. If no matching PO is found, AP codes the invoice to 4237, sets the appropriate invoice issue type, and submits it as Pending Approval. (AP)
  4. IT creates a new COUPA view showing all 4237 Pending Approval invoices. (IT — Dan)
  5. The AP lead and the IT project team troubleshoot 4237 pending-approval issues together. (IT — Dan, Nick, Derek)