Step 3: Submit Invoice (Potentially with Variance)

Even after investigation and adjustments, some discrepancies might remain (e.g., a legitimate price increase or short shipment). The final step is to submit the invoice, ensuring any variances are handled according to your organisation's policies.

Steps:

1. Complete Invoice Coding: Ensure all other header and line-level coding fields are complete and accurate as per the standard invoice processing workflow.
2. Review Final Matching Status: Look at the matching icons one last time. If yellow variance icons persist, be aware that the invoice might require additional approval steps.
3. Add Notes (Optional but Recommended): If there are unresolved variances, use the Chat function to add a note explaining the discrepancy for the approver (e.g., "Price increased from PO, confirmed with supplier" or "Quantity short-shipped, awaiting credit note").
4. Submit: Click Save and Submit.

What Happens Next?

The invoice enters the approval workflow.

• If no variances remain (or variances are within tolerance): It follows the standard approval path.
• If variances exceed tolerance: The invoice might enter a specific PO Variance status (or similar) and require additional approval levels as defined by your company's rules. Approvers will rely on your coding and any notes in the chat to understand the situation.

End of Tutorial

You have successfully identified, investigated, and submitted an invoice with potential matching discrepancies!

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Related How-To Guides:

• Processing an Invoice
• Document Statuses (See PO Variance status)
• Approval Process Overview