The Paysheet Document Tab provides a comprehensive view of the entire procure-to-pay journey in a single, centralized location.
It allows users to visually track the progress of a document through key stages, including:
- Requested
- Sourced
- Received
- Invoiced
- Reconciled
These stages are displayed through intuitive scoreboards, making it easy to monitor progress and identify the current status of each document.
Paysheet Access
Read Only Access
When accessed through the Variance or Paysheets Scoreboard, the Document Tab is entirely read-only. This includes all sections: Requested, Sourced, Received, Invoiced, Reconciled and Work History allowing users to view the document’s full status and history without the ability to make edits.
Edit Access
When accessed through the Assign to Me widget, the Invoiced Scoreboard within the Document Tab becomes editable, allowing users to directly update or manage invoice details as needed. All other sections: Requested, Sourced, Received, Reconciled and Work History remain read-only.
Paysheet Status Flow
The processing workflow varies based on whether an invoice contains a variance. Invoices without variances follow a streamlined path through the drafting process and can be invoiced quickly. In contrast, invoices with variances, identified during drafting, are routed through additional reconciliation steps to resolve discrepancies before they can be finalized.
This distinction ensures efficient processing for clean invoices while maintaining accuracy and compliance for those requiring further attention.
Invoices without Variances
These follow a straightforward path through the system:
Unassigned → Assigned → Drafting → Invoiced
Once assigned, the invoice moves through the drafting process without any issues or discrepancies. After drafting is complete, the invoice is finalized and submitted directly as Invoiced.
More information on the Paysheet Document Tab - Drafting Process.
Invoices with Variances
Invoices that contain discrepancies follow a more complex workflow:
Unassigned → Assigned → Drafting → Variance Detected → Reconciled Assigned → Reconciling → Reconciled → Invoiced
After drafting, if a variance is detected, the invoice enters a reconciliation process. It is reassigned for resolution, goes through reconciling, and once all discrepancies are reconciled and validated, it proceeds to Invoiced.
More information on the Paysheet Document Tab - Reconciliation Process.
Document Tab
Paysheet Header
The Paysheet Header displays key invoice details and can be expanded to show all fields or collapsed to view only the default ones, helping you control how much information is visible at a glance.
Click the article for more information on the Paysheet Header.
Scoreboards
The Paysheet Scoreboards: Requested, Sourced, Received, and Invoiced - provide visibility into each phase of the procure-to-pay process. Each scoreboard displays the document total amount and associated document number(s) for easy tracking.
The Work History section offers a complete audit trail, showing details such as participants involved, comments made during each phase, and corresponding timestamps, giving you a transparent view of the invoice's journey.
Scoreboards
Sourced Scoreboard
The Sourced Scoreboard provides a concise summary of what was sourced, telling the story behind how pricing was determined and where it originated. It highlights key information such as:
- Total Amount Sourced ($) – Displays the total dollar value of the sourced items.
- Source Document Number Badge – Identifies the specific sourcing document for quick reference, click on the document number to view the Sourced Invoice Popover.
- Price Origin Badges – Visual indicators that summarize the sourcing and pricing story, showing how each item’s price was derived (e.g., from prime supplier, low bid, manual entry, etc.).
These badges give users an at-a-glance understanding of the sourcing origins and pricing accuracy across all items.
When users click on the Scoreboard, it opens the Sourced Grid, where they can search and review the detailed list of sourced items. The grid displays:
- Product Details – Item number and name for clear identification.
- Order Information – Includes key details such as quantity and the Price Origin Story, visible in the price column through the same visual badges.
- Total Amounts – Displays the total monetary amount per line for the sourcing document.
For flexibility, the grid also includes column customization, allowing users to show or hide additional fields as needed for deeper analysis.
Source Scoreboard Supported Price Origins
The Sourced Scoreboard supports a variety of price origins, allowing users to understand exactly where each item’s price was derived from. Each origin represents a unique sourcing path or pricing logic within the system:
- PrimeSupplier – Price obtained directly from the designated primary supplier.
- LowBid – Price selected from the lowest bid received during the sourcing process.
- PreviousPrice – Price carried forward from a prior order or historical transaction.
- NotFound – Indicates that no valid price source was found for the item.
- ManualEntry – Price manually entered by a user during the sourcing process.
- BidSelected – Price chosen from a specific bid or quotation, not necessarily the lowest.
- ContractPrice – Price determined based on a predefined supplier contract or agreement.
- ZeroCost – Represents items sourced at no cost or zero-dollar pricing (e.g., samples, replacements).
- InventoryPricing – Price derived from internal inventory valuation or cost records.
- RFQ – Price sourced from a Request for Quotation (RFQ) event.
- ExternalSystem – Price imported or integrated from an external system or platform.
These origins are visually represented by badges in both the Sourced Scoreboards and Grids, offering instant visibility into how each item’s cost was established.
Sourced Document Number Badge
Click the Sourced Document Number Badge in the scoreboard to open the Sourced Invoice popover.
The popover displays the following details:
- Buyer
- Requested Date
- Source Number
- Source Amount
Received Scoreboard
The Received Scoreboard provides a snapshot of what has been received, telling the complete story of the receipt at a glance. It highlights key information such as:
- Total Amount Received ($) – Displays the total dollar amount of goods received.
- Received Document Number Badge – Identifies the specific receipt for easy reference, click on the document number to view the Received Invoice Popover.
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Receiving Badges – Visually summarize the receiving details through color-coded indicators:
- Matched: Items received in full and matched to the order.
- Shorted: Items received in lesser quantity than ordered.
- Not Shipped: Items that were not shipped or are missing from the receipt.
- Catch Weight: Items received with variable or catch weights.
Together, these badges provide a quick, intuitive understanding of the receipt’s accuracy and completeness.
When users click on the Scoreboard, it opens the Received Grid, where they can search and review the detailed list of received items. The grid displays:
- Product Details – Item number and name for clear identification.
- Order Information – Quantities and prices as per the original order.
- Received Story – Visual badges indicators showing how each item compares to the order.
- Total Amounts – Displays the total monetary amount per line for the receipt.
Users have column customization flexibility, allowing them to reveal or hide additional columns to suit their workflow or reporting needs.
Received Document Number Badge
Click the Received Document Number Badge in the scoreboard to open the Received Invoice popover.
The article provides more details about this popover.
Invoiced Scoreboard
Within the Invoiced Scoreboard, the grid view provides users with a detailed and interactive workspace for managing invoice information. The grid dynamically adjusts based on the invoice status, reflecting the transition from the Drafting phase: where active work is performed to the Invoiced phase: where details are finalized.
The Invoice scoreboard includes key details including:
- Total Amount Invoiced ($) – Displays the total dollar amount invoiced.
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Enabled Invoice Sources – Clicking on the invoice source badges opens the Popover for additional details.
- View the article for additional details about each popover.
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Variance Badges – Visually summarize any variances through color-coded indicators if variances are detected during the drafting phase.
- Visit the article for additional information on variances detected.
Drafting Status
During the Drafting status, the grid supports data entry and updates to ensure that invoice details align with the vendor’s submitted invoice. Users can review and modify key fields such as:
- Product Details – Item number and name for clear identification.
- Quantity – Enter or adjust quantities based on what was invoiced.
- Price – Update unit prices to reflect the vendor’s billing.
- Terms and Other Details – Modify payment terms or other relevant data points as needed.
This phase represents the working stage of the invoicing process, where users verify and adjust data to ensure accuracy before finalization.
View the article for an understanding of the drafting workflow.
Invoiced Status
Once a paysheet moves to the Invoiced status, the grid reflects the finalized details of the completed invoice. At this stage, no differences exist between the paysheet and the vendor’s invoice, and the document is ready for payment processing.
The Invoiced Grid displays:
- Product Details – Item number and name for clear identification.
- Invoiced Column – Quantities and prices as per the invoice.
- Subtotal and Total Amounts – Summarized invoice totals
Users have column customization flexibility, allowing them to reveal or hide additional columns to suit their workflow or reporting needs.
Reconciled Scoreboard
Within the Reconciled Scoreboard, the grid view provides users with a detailed and interactive workspace for reconciliation. The grid dynamically adjusts based on the reconciliation status, All work performed in the reconciliation process will be done in the Reconciled Scoreboard. Invoices in the statuses Variance Detected → Reconciled Assigned → Reconciling → Reconciled are part of the reconciliation process.
The Reconciled scoreboard includes key details including:
- Total Amount Invoiced ($) – displays the invoice amount as it was captured during the drafting phase. The scoreboard total will only refresh and reflect the final reconciled amount once all variances have been resolved.
- Variance Badges – Visually summarize any variances through color-coded indicators while the paysheet is in Variance Detected → Reconciled Assigned → Reconciling.
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Resolution Badges - Visually displays resolution badges when the paysheet is reconciled.
- Visit the article for additional information on reconciliation badges and resolution badges.
Variance Detected, Reconciler Assigned and Reconciling
The Reconciled grid for reconciliation statuses - Variance Detected, Reconciler Assigned and Reconciling includes:
- Product Details – Item number and name for clear identification.
- Sourced / Received / Invoiced – Display the corresponding quantities, unit prices, and total prices for each product at every stage of the process.
- Invoiced Terms – Shows terms entered during the drafting phase.
- Reconcile – Display badges representing variances that require review and resolution.
The Reconciler Assigned and Reconciling phases represent the active working stage of the reconciliation process, where users review variances and select the appropriate resolution before finalization.
View the article for an understanding of the reconciliation workflow.
Reconciled Status
Once a paysheet moves to the Reconciled status, the grid reflects the finalized details of the completed reconciliation.
The Reconciled Grid displays:
- Product Details – Item number and name for clear identification.
- Invoiced / Reconciled – Display the corresponding quantities, unit prices, and total prices for each product at every stage of the process.
- Invoiced Terms – Shows terms entered during the drafting phase.
- Resolution – Display badges indicating how variances were resolved.
- Subtotal and Total Amounts – Summarized invoice totals
Users have column customization flexibility, allowing them to reveal or hide additional columns to suit their workflow or reporting needs.
Column Customization
- Click the three dots in the detail window.
- Select ‘Columns.’
- Choose the desired metrics you want to display.
- Click 'Apply.'