Supplier invoice to buyer response
Send an invoice with the right evidence and follow its actual response from the buyer.
4 stages · 0 approvals
Roles and responsibilities
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Step 1Invite the supplier
Membership NumberUserVendorBuyer Entity
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Step 2Submit the invoice
Submission NumberSupplier Invoice NumberInvoice DateCurrency
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Step 3Reconcile the AP response
Submission NumberVendorSupplier Invoice NumberSubmitted At
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Step 4Refresh invoice and payment status
Supplier Invoice NumberInvoice DateDue DateCurrency
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Invite the supplier
AP Specialist: Verify the supplier relationship and contact before granting an explicit buyer-scoped portal membership.
Submit the invoice
Supplier User: Send the complete invoice and checked supporting document under the correct supplier and buyer identity.
Reconcile the AP response
AP Specialist: Retain the actual source document acceptance or rejection. Reconcile an unknown handoff before another submission can create a duplicate payable.
Refresh invoice and payment status
AP Specialist: Show the latest reconciled source balance and payment observation, with scheduled and settled outcomes kept distinct.
Approvals and controls
0 approvals required in this process
- Check vendor and buyer identity on recordsFiles and requests.
- Preserve the original source instruction through unknown outcomes.
- Buyer financial authority stays in the appropriate reviewed action and owning system.
Keep submission and financial approval separate
The supplier’s document belongs to a defined buyer relationship. Its line quantities, net amounts and submitted tax must reconcile before handoff, and supporting files must pass their access and security checks. A received file is not automatically a valid payable.
An identical retry returns the earlier submission result. If the same supplier invoice number arrives with different content, preserve the conflict for review instead of guessing which file is correct. A reviewed replacement links the earlier attempt and buyer correction evidence. It cannot create another payable for an already accepted invoice.
AP acceptance supplies the source invoice identity. Financial review, confirmed due date, open balance and later payment status arrive from the owning system. The supplier should see the actual observed response and its timestamp, including an unresolved outcome after a timeout. Reconcile that original handoff before submitting again.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Invite the supplier | VendorsUsersPortalMemberships | Grant the verified supplier relationship |
| 2 Submit the invoice | InvoiceSubmissionsSubmissionLinesDocumentAttachments | Freeze the invoice and supporting evidence |
| 3 Reconcile the AP response | InvoiceSubmissionsIntegrationReceipts | Retain the observed buyer acceptance result |
| 4 Refresh invoice and payment status | InvoiceStatusSnapshotsPaymentSnapshotsPaymentAllocations | Show the latest reconciled source state |
Process reports
All reportsSupplier Invoice Status
Show latest reconciled AP status, open amount and observation date for each permitted supplier invoice.
Portal Access and Documents
Review scoped memberships, expiry, revocation and protected document access evidence.
Invoice Handoff Exceptions
Identify rejected, conflicting or unknown submission outcomes that need buyer follow-up.
Payment Progress and Allocation
Explain scheduled, pending, settled and reversed source outcomes and the invoices they cover.
Run by an agent
Agent support
Proto cannot infer a paid invoice, accept an offer as an unauthorised supplier, verify new payment details from themselves or override buyer approval. It cannot reveal internal notes or another vendor’s documents.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› supplier invoice to buyer response · invite the supplier on Vendors, Users, PortalMemberships
✓ AP Specialist: Verify the supplier relationship and contact before granting an explicit buyer-scoped portal membership.
› supplier invoice to buyer response · submit the invoice on InvoiceSubmissions, SubmissionLines, DocumentAttachments
✓ Supplier User: Send the complete invoice and checked supporting document under the correct supplier and buyer identity.
› supplier invoice to buyer response · reconcile the ap response on InvoiceSubmissions, IntegrationReceipts
✓ AP Specialist: Retain the actual source document acceptance or rejection.
› supplier invoice to buyer response · refresh invoice and payment status on InvoiceStatusSnapshots, PaymentSnapshots, PaymentAllocations
✓ AP Specialist: Show the latest reconciled source balance and payment observation, with scheduled and settled outcomes kept distinct.
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Supplier question to supported answer
Resolve invoice and payment questions with the source observation and permitted documents.
3 stages · 0 approvals