How to Set Up a CBI Contract Term with An Auto-Invoice and Auto-Approval Recurring Fee

[justinlalonde]

Hello,

I'm looking for guidance on setting up the following in the same CBI contract term:

1. Recurring Fees - I need these items to be setup so that they auto-invoice so that the supplier doesn't have to submit an invoice for these items and that these items auto-approve so that my end users do not have to approve them.

Note: I know how to setup a recurring fee to auto-invoice but what I'm unsure of is how to get it to auto-approve which is a business requirement.

2. Cost and Expense - I need these items to be setup so that they require the supplier to submit an invoice and so that my end users will have to approve the submitted invoices.

Note: I know how to set this up.

Any guidance and assistance on what configuration in the contract term and/or system is required would be greatly appreciated as this business requirement is applicable to hundreds of suppliers we have contracts with.

Regards

[justinlalonde]

Thank you for this information. I'll definitely try this out.

[melissametropol]

Hi Justin,

Hopefully I'm not over-simplifying since you've got experience with this process flow, but I believe the change must be made at the Contract Request level:

1. Create a contract request with the following settings:
   • Contract Type = Item Level
   • Release Required = No
   • Allow invoicing against contract? = Yes
   • Allow receiving against contract? = Yes
2. Add an item in the Fixed and Recurring Fees section with the following settings:
   • Recurring = Yes
   • Auto Invoice = Yes

Be sure to check-in and activate auto approval (as you're likely aware) in the corresponding document's approval process by deleting all the approval nodes.

1. Go to Manage > Approval Process
2. Search for the desired Document Type
3. Click on the resulting active approval process
4. Delete all the approval nodes
5. You will see Add Initial Rule under Approval Process Diagram after deleting all the approval nodes
6. Click Check-in And Activate

Here are two SAP Notes that may also be helpful: https://help.sap.com/docs/ARIBA_PROCUREMENT/aa7701cfe9cb4157806cc0e1c515a337/2e2fdf0472b94be08c08c0b...

https://help.sap.com/docs/ARIBA_PROCUREMENT/aa7701cfe9cb4157806cc0e1c515a337/2e2fdf0472b94be08c08c0b...

Take care and I hope this is helpful!

Melissa