Managing invoices accurately is critical to controlling costs and ensuring timely payments in any organization, especially when dealing with a contingent workforce and external service providers. SAP Fieldglass, a leading Vendor Management System (VMS), offers a robust Invoice Validation Process that helps organizations verify, approve, and process supplier invoices efficiently. Understanding this process is key to maintaining financial accuracy, compliance, and supplier satisfaction.
This article explores the core components and workflow of SAP Fieldglass’s invoice validation process.
Invoice validation refers to the systematic checking and approval of supplier invoices against predefined criteria such as contracted rates, approved work hours, and purchase orders. This process ensures that only accurate and authorized invoices are processed for payment, minimizing errors and preventing fraud.
Invoice Submission
Suppliers submit their invoices through the SAP Fieldglass platform, often linked directly to work orders, timesheets, or SOWs (Statements of Work).
Automatic Matching and Validation
SAP Fieldglass automatically compares invoice details against:
This automatic matching flags discrepancies such as overcharges, incorrect quantities, or missing approvals.
Error and Exception Handling
Invoices that fail validation are flagged with errors or exceptions. These are routed to the appropriate user (e.g., invoice manager, requester) for resolution.
Manual Review and Approval
Authorized users review the invoice details, verify any exceptions, and approve or reject invoices. This step ensures oversight and control over payment authorizations.
Invoice Posting and Payment Processing
Once approved, invoices are posted to the organization’s financial system (e.g., SAP ERP FI module) for payment processing.
Audit and Reporting
The entire invoice validation process is logged for audit purposes. Reports can be generated to track invoice status, exceptions, payment timelines, and supplier performance.
SAP Fieldglass’s invoice validation process is a critical control mechanism for managing contingent workforce and services procurement costs. By combining automated matching with manual oversight, the platform balances efficiency with accuracy and compliance. Understanding and optimizing this process helps organizations maintain financial integrity, enhance operational efficiency, and foster strong supplier partnerships.