This article explains about AP workload management with invoice assignment rules for AP users. 

With workload management, it helps assign invoices to AP clerks either automatically or manually. It shows in real time which AP clerk is responsible for each invoice and highlights invoices that do not yet have an assignee. 

With the Invoice Assignment Rules, the incoming invoices can be automatically assigned to the AP Clerks. This helps to manage their workload.

Prerequisites for Configuration

When workload management is enabled, two new fields appear in the invoice list in Accounts payable:

• AP clerk
• SSC name (Shared Service Center)

These fields, along with the invoice title bar, show who is responsible for processing the invoice. 
Workload management can be toggled on or off using the SSCWorkloadManagementEnabled tenant setting. If you do not have access to tenant settings, contact your Basware consultant or Basware Support.

Additionally, AP users who will create the invoice assignment rules must have the “Manage invoice assignment rules” permission. 

Solution 

• Automatic invoice assignment.
  Workload is managed by creating rules to automatically assign invoices to the AP clerks. These rules are created in Data Management> Invoice Assignment Rules. 
  
  The invoices are automatically assigned to the AP clerks according to the defined rules.
  
  As per the example rule below, when an invoice comes to the Workflow main status (in any task status/exception: pending, recipient missing, rejected, on hold, disputed), the system will automatically assign the invoice to the related AP Clerk(s). 
  
  
  System evaluates the rules in priority order. If the rules have the same priority order, system selects a rule that has more matching criteria to the invoice.
  System keeps the invoice assigned to the same AP clerk if the same AP clerk is found from new rule.
  System keeps the invoice unassigned, or clears the current assignee if there are no rules found for the invoice.
  If there are many AP clerks defined to a rule, the system makes sure that each will get an equal amount of invoices assigned.
  System clears the assignee when invoice processing is completed

• Manual invoice assignment
  To assign invoices manually, you must have one of the following permissions:
  - Assign all invoices: With this permission, you can change the AP clerk on any invoice in process. You can also remove the assignment completely by selecting [unassigned].
  - Assign unassigned invoices and reassign own invoices: With this permission, you can assign invoices that are currently unassigned. You can also reassign invoices that are already assigned to yourself.
  
  
  • The AP clerk picker is available directly on the invoice title bar in the Accounts Payable screen. 
    
    As per the example below, AP user can assign the Recipient missing invoices to an AP clerk so he/she can release the stuck invoice from the current workflow step. 
    From list view, 
    
    
    From detailed view, 
    

• Assigning many invoices
  You can assign or unassign up to 2,000 invoices at once.
  Go to Accounts payable > Invoices. Select the invoices. From More options, select Assign invoices. 
  
  Choose an AP clerk or select [unassigned]. 

• Searching for assigned or unassigned invoices
  Go to Accounts payable > Invoices. Select Advanced search. Select Add criteria. Choose AP clerk from Additional criteria. Add more criteria if needed. 
  
  
  Select the AP clerk, or choose [unassigned] to find unassigned invoices. 
  
  
  Select Search.
  
  
• Searching for invoices assigned to me:
  Go to Accounts payable > Invoices.  Change the filter from All invoices to My invoices in the top-right corner.
  
  
  AP clerk should check My Invoices regularly so the invoices in the queue can be handled in time.
  E.g. invoices which are identified as duplicated invoice. AP clerk can compare it with the original invoice to take the correct action to remove the duplicate before it moves further along the invoice process. 
  E.g. if invoice is stuck with missing recipients in workflow, AP clerk can Forward the invoice to correct recipient, remove or use Skip activities if the invoice can be moved on to a future activity.  
  
  
• Work with invoices assigned to other AP clerks
  AP clerk's ability to be able to edit or process an invoice assigned to another AP clerk depends on the tenant setting PreventActionOnSSCInvoicesAssignedToOthers.
  Value True, you cannot edit or process invoices assigned to another clerk.
  Value False, you can edit or process invoices assigned to another clerk.