Managing Invoice Policy Group Configuration

The Policy Group Configuration page lets clients decide if vendor banking information should be entered when the user requests a new vendor. In addition, you can also elect to allow or prevent users from creating invoices or changing vendors.

To access the Policy Group Configuration page, scroll to Capturing Spend  on the Invoice Settings page, select Edit on the Policy Group Configuration tile.

The policy group you select in the list next to the Save button is the one to which any configuration changes you perform on this page will be applied, and no other.

To allow clients to decide if vendor banking information should be entered when the user requests a new vendor is done by assigning the requirement is assigned to add this information to two roles, the Invoice User and the Vendor Manager. You can hide the banking information entry, or make this optional or required. This gives an administrator the flexibility to decide, by role, if a user must add vendor banking information.

The administrator selects an option for each role, which determines if the Vendor Banking Information section of theRequest New Vendor screen should be hidden to the user or, if it appears, if the fields the user fills out in this section are either of type required or optional.

The Vendor Banking Information section is displayed to the user or not based on the following choices:

• Hidden: the section does not appear, and there is nothing for the user to see or fill out.
• Required: the section appears, and all fields that must be filled out logically are marked as required (red highlight). The user cannot complete the new vendor request without entering the necessary data.
• Optional: the section appears, but no enforcement of data entry is required unless the user fills in one or more Required fields. Under this condition, all Required fields must be filled out.

To configure a vendor form, click the Invoice Owner and/or Vendor Manager field on the Policy Group Configuration page and, from the list, select Hidden, Required, or Optional.

You can allow or prevent Invoice Owners from creating invoices and/or changing the currently assigned vendor to a different vendor for any assigned invoice. These options are selected (enabled) by default. The options you choose are applied to all the users in the policy group you have selected on this page.

• Access Policy Group Configuration via the Capturing Spend section on the Invoice Settings page to manage configuration settings.
• Select a policy group to apply configuration changes, ensuring specific settings affect only the chosen group.
• Decide if vendor banking information is hidden, required, or optional for Invoice Users and Vendor Managers.
• Enable or disable users' ability to create invoices or change vendors for assigned policy groups.