Yoga FSM Buyer Guide 2024

This guide walks through the responsibilities of Buyers in the new Yoga FSM Accounts Payable Automation solution.

Overview

This guide walks through the responsibilities of Buyers in the new Yoga FSM Accounts Payable Automation solution and covers the necessary steps for Buyers to follow within the system in order to address issues the Accounts Payable team may encounter when processing invoices. Some of these issues may include Missing/Invalid PO number, Closed PO Lines, PO Vendor is different than the Invoice Vendor, and Unit of Measure (UOM) issues.

Below is a high-level workflow of the new invoice process from Invoice Capture to posting to Infor Lawson, showing the different software used for each step of the invoice cycle.

Buyer Responsibilities in Yoga FSM

Buyers are responsible for assisting the Accounts Payable team to resolve invoice issues that the AP team may run into as they process invoices using the new Yoga FSM software. Buyers will solely work out of the Purchasing Invoice Resolution queue in Yoga FSM.

Note: All issues with regard to price discrepancies will still be handled within the Infor system utilizing the Invoice and PO Cost Messaging systems.

Importantly, no automatic email notifications will be sent about invoices needing Buyer assistance. This is intentional, as a feature of Yoga FSM is that both Buyers and AP Processors will be able to communicate through the Document Notes section of the invoice, which consolidates communication channels and prevents losing items in an email inbox.

It will be an expectation for Buyers to regularly check the Purchasing Invoice Resolution queue in order to ensure invoices with issues are fixed and sent back to AP for processing in a timely manner.

Step 1: Logging in to Yoga FSM

To sign into Yoga FSM, copy and paste the below URL into your browser. Please bookmark this URL to save for later as you will use it to access your Yoga FSMDefault View.

Tenant	URL
Test/Production	https://yogacontentrpic.com/

 

When first attempting to enter Yoga FSM, you will be greeted by the Microsoft SSO login page. You will either be prompted to Sign in or Pick an account. Here, you will enter your standard credentials and sign into the system. After the first sign-on, you should be automatically logged into Yoga FSM from here on out, unless you have multiple Outlook accounts.

Example Username and Password Username: email@email.com Password: ***********

Step 2: Navigating to the Purchasing Invoice Resolution Queue and Opening Invoices

Within Yoga FSM, on the dark blue panel on the left-hand side of the page, click on the Purchasing Invoice Resolution queue.

Note: Buyers should only have access to the Purchasing Invoice Resolution View in this dropdown.

All invoices located in this queue will need Buyer assistance. Logging into Yoga FSM on a regular basis to monitor this queue and resolve issues helps prevent invoices stacking up and aging. There are various ways to search and filter results within the queue, including Company, Vendor ID, Vendor Name, Invoice Number, PO Number, Buyer, Invoice Date and Invoice Amount. To open an invoice within the queue, simply select the document.

Step 3: Reviewing and Adding Document Notes

After opening an invoice in the Purchasing Invoice Resolution queue, you will see an image of the invoice on the left side of the screen within the PDF Viewer and the eForm with the invoice data on the right side of the screen. Above the eForm, select Document Notes.

The Document Notes section will appear on the right of the form. This feature is utilized to ensure all communication on a record remains with that record throughout its journey in Yoga FSM and Infor. Please avoid utilizing emails to communicate about these invoices. AP Processors are required to add a document note or a reason code when routing an invoice to the Purchasing Invoice Resolution queue, reviewing this area will let you know exactly what is wrong with the invoice. Key reason codes include PO Vendor Mismatch and Invalid or Missing PO.

In the ‘Write a comment…’ area of the Document Notes section, insert the requested information that AP Processor needs to finish processing the invoice and select Submit. Buyers may need to utilize Infor to determine the issue AP is reporting. If any changes are needing to be made in Infor, please inform AP changes were made so they know to await the next Infor to Yoga FSMdata sync.

Note: Buyers are only allowed to insert comments on invoices, you are not expected or permitted to make any changes to the form itself except for updating the Buyer name if applicable.

Step 4: Routing the Document back to AP

Once a Buyer has added a note on the invoice, they will need to route this invoice back to AP to complete processing the invoice. Next to the Document Notes button above the eForm, select the blue Route drop-down, and then select the AP Review option.

The invoice will then be sent to AP for them to review and either fix the issue and move it forward in the next step of the invoice process, or they can add a new comment and send it back to the Purchasing Invoice Resolution queue if further assistance is required.