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Why the Purchasing Invoice Resolution Queue is Essential to an Optimized Yoga for FSM Installation
What is the Purchasing Invoice Resolution Queue?
What is so Important about working the Purchasing Invoice Resolution Queue
Implementing Buyer Notification Messages
Organizations use Yoga for FSM because it’s a solution that fits seamlessly with Infor and is built specifically for the types of Accounts Payable challenges organizations often experience. And Yoga for FSM fits that need extremely well – boasting pre-configured automated workflows and validation rules, and most importantly, providing a centralized interface where users can manage invoices, exceptions, centralized communications throughout the cycle, and supporting documentation. If you are viewing this article, we hope you can agree!
Automation only gets us so far, however, and the clients that see the biggest return on their Yoga investment share a common theme – Buyers and Accounts Payable staff collaboratively working together in one centralized location to ensure that when invoices have discrepancies or errors that require manual intervention enter the system, they are dealt with swiftly and appropriately. That’s where the Purchasing Invoice Resolution (PIR) queue comes in.
What is the Purchasing Invoice Resolution Queue (PIR)?
The PIR queue is one place in Yoga for FSM that non-Accounts Payable staff will work and is a holding area for invoices that have errors, such as Missing / Invalid PO, Missing PO Line, or PO Vendor Mismatch. In the past, these types of errors typically had to be dealt with outside the system, usually through a cumbersome back-and-forth email or phone call process.
In Yoga, this process is now as simple as opening a document in the queue, clicking the Notes button on the top right of the page, and reviewing what the AP staff member entered as the error code.
From there, it is a similar process:
- Researching in Infor for the root cause
- Submitting a comment on the document in Yoga once next steps are determined
- Routing invoice back to Accounts Payable for AP to continue processing the invoice.
By having the PIR queue directly in the front-end processing system alongside other Accounts Payable invoice queues, Yoga for FSM introduces an easy and intuitive way for Buyers to see notes from Accounts Payable, as well as the original invoice image and any supporting documentation. This process, while still manual, should be greatly improved as the ease of communication heightens.
What is so Important about working this Purchasing Invoice Resolution Queue?
Below are some of the most important reasons to work the queue:
- Maintain good relationships with your vendors by decreasing issue resolution time
- Timely procurement of future goods, services, and supplies
- Maximize the amount of quick-pay discounts captured
- Fast resolution of discrepancies ensures accurate financial records
- Elimination of on-hold risk
- Audit and compliance tracking
- Cost control and loss prevention with the central location for invoice communications
How RPI Can Help
Our mission as your partner is to ensure that you are using the Yoga for FSM system as efficiently as possible to reach your organizational goals. A major component of efficient system usage is quickly turning around invoices that are in the PIR queue. We are committed to increasing your visibility into this queue by starting to show monthly and quarterly the invoice count and dollar amount in this queue and keeping it as a regular indicator of system health discussion in our cadence of SaaS partnership meetings. If there are any points of concern, if the queue starts piling up, we will talk through that with you and give best-practice recommendations based on your unique organization.
Most clients find they don’t need to work in the Purchasing Invoice Resolution queue daily but do like our customized system generated notification that alerts Buyers when there are records in their queue with awaiting review. If you are interested in this feature and don’t currently have this, please reach out to your support team and we will gladly implement this feature for you!
Even the small can be mighty, and while the PIR queue is just one relatively small area located in the larger Yoga for FSM tool, the impact it has on the overall success of your Yoga for FSM solution is undeniable.
If you have additional questions, please feel free to contact our Yoga Customer Success Manager, Heather Smith (hsmith@rpic.com), or your Yoga Consulting team.