26-0819 Procurement Release Highlights

Modified on Tue, 18 Aug at 11:34 AM

See below for more details into the enhancements released:

Highlights include:

AP Reporting is live: Overview dashboard, Spending, and AP Aging

Invoice list filters and sorting now persist when you open an invoice and come back

"Needs My Action" now surfaces every invoice awaiting the user's action, across all roles

M3 workflow: new "Synced to M3" filter, "Completed" approver status, admin delete, and archiving for completed invoices

M3 Status (Pending/Complete) toggle with full history tracking (In Progress)

Budget allocation: spread an order's cost across multiple accounting months (In Testing / In Progress)

These updates give AP teams full visibility into spend and payables, remove repetitive friction from day-to-day invoice review, and close out a large batch of direct customer feedback.

ACCOUNTS PAYABLE: INVOICE WORKFLOW

Invoice List: Filters & Sorting Persist

Filters and sort order applied to the invoice list are now preserved when you open an invoice and return to the list.

Works for both in-app back navigation and browser back.

State is retained for the duration of the session, so you no longer have to re-apply filters after reviewing each invoice.

“Needs My Action” Now Shows Every Invoice Requiring Action

“Needs My Action” previously missed invoices that were on a user's plate. It now surfaces every invoice where the current user has a pending or possible action (submit, approve, or sync to M3):

Submitters see all invoices assigned to them, including everything in Draft.

Approvers see all invoices awaiting their approval.

Users who both approve and sync to M3 see invoices awaiting approval plus everything still needing an M3 sync.

Filter Invoices by “Synced to M3” Status

The invoice list can now be filtered by M3 sync status: synced vs. not synced.

Works alongside existing filters and respects the new filter-persistence behavior.

Approver Column Shows “Completed”

Once all required approvals are finished, the approver column now displays “Completed” instead of the misleading “Not assigned.”

Invoices still moving through the approval flow continue to show the current assigned approver as before.

Admins Can Delete Approved-but-Not-Synced Invoices

Admin users can delete an invoice that has been approved but not yet synced to M3 / accounting.

Non-admin users cannot perform this action, and deletion is blocked entirely once an invoice is synced to M3 or marked as paid.

Every deletion is recorded in the invoice history.

Archive Completed Invoices

Invoices that are both approved and synced to M3 can now be moved to an archive so they drop out of the working overview.

Archived invoices remain fully accessible through the archive view / filter.

M3 Status (Pending / Complete) with History Tracking (In Progress)

Adds an M3 Status field with two values, Pending and Complete, so M3 users can tell whether an invoice has already been reviewed in M3.

Users can change the status themselves via an inline toggle directly from the invoice; it is not a read-only display field.

Every status change is written to the invoice history and audit log: who changed it, from what, to what, and when.

ACCOUNTS PAYABLE: REPORTING

AP Reporting

The Reports area under the Accounts Payable menu gives procurement, finance, and AP teams visibility into spend, outstanding payables, and budget adherence. Sections are navigated by tabs:

Ask AP: A conversational entry point at the top of AP Reporting. Users type a question about their payables in plain language and get an AI-generated summary back, with the key figures visualized as charts.

Spending: total spend over time and spend by GL code, vendor, property, user, or category, with click-through to the underlying invoices and budget comparison when grouped by GL code.

AP Aging: unpaid invoices grouped into color-coded aging buckets (Current, 1 to 30, 31 to 60, 61 to 90, 90+), with groupings by vendor, property, or GL code and an upcoming-payments timeline.

Clicking any data point filters the other widgets to that selection, so you can drill from a bucket straight into the invoices behind it.

Each section supports filtering, exporting, and multiple visualizations (charts or tables).

BUDGETING & ACCOUNTING

Spread an Order’s Cost Across Multiple Accounting Months

Buyers purchase in bulk to get case pricing, but the stock is consumed over several months. Previously, the full amount hit a single accounting period, making one order look like it blew the month's budget. Orders can now be allocated across GL codes and accounting periods:

Expanding the existing GL control on the order edit page or in the cart opens an allocation panel, with no new controls to learn.

Cases split equally across GL codes by default and can be overridden; each GL code's amount is derived from its case share, and amount then divide equally across the months in its period range.

Budgets are debited per period rather than charging the full line amount in the order month, so an order placed in August can consume September and October budget.

The checkbook flags split rows (for example, “Split across 3 periods, Aug to Oct”), dashboards return the correct amount for any selected month or range, and exports emit one row per accounting period.

Shipping, taxes, and other order-level fees are apportioned across GL codes and their accounting periods.

Existing orders are unaffected: a line with one GL code and one month behaves exactly as it does today.