Skip to main content

Celonis Product Documentation

App Usage

There are several ways how the App can be embedded into the day-to-day work of the respective team. The working mode should be aligned with how the team is currently processing invoices and how they want to process invoices in the future.

Use Cases and Objectives

The App can be used for multiple use cases, but it’s also possible to use it only for specific ones. Ideally, this should be clarified before implementation so that there’s no effort invested in practices that are not relevant. Among others, we have identified the following use cases:

  • Transparent invoice backlog of parked and blocked invoices, smartly prioritized.

  • Invoice Aging analysis of open invoices.

  • Identification of parking and blocking reasons by providing detailed insights into Three-Way-Match information and getting insights into the GR and PO history, all at one place.

  • Open the invoice in SAP with one click using the SAP Web GUI.

  • Customize and add actions to communicate and collaborate with other stakeholders such as Procurement (see Skill Configurations).

  • Use the Invoice Backlog to manually or automatically orchestrate invoices (see Invoice Orchestration).

Invoice Orchestration

By default, the App comes without any invoice/task assignment blocks in Celonis but it’s minimal effort to configure user assignment. The KM comes with the “INVOICE_ASSIGNEE” attribute which is “null” by default, but can be used to build up the assignment logic. This field is also used by all tasks in the Assignment field.

If you have any questions or need support, please reach out to business-apps-finance-ap-team@celonis.de (business-apps-finance-ap-team@celonis.de). Based on our experience, it’s better to use any kind of assignment mode.

No Task Assignment

There’s no specific invoice assignment logic in Celonis. The user knows which invoices they are responsible for (e.g. by company code) and can filter on these criteria. All users of the Action View can see all invoices meeting their data restrictions.

Self-Assignment

  • Assignment Logic:

    • All invoice tasks have no assignee by default, but the users select the invoices they work on in Celonis. If this working mode should be used, an action (e.g. pick invoice) needs to be created that assigns the open task of the invoice to the user clicking the button.

  • Action View Integration:

    • There’s a dropdown in the sidebar where each user can filter on their name to open assigned invoices quickly. It also makes sense to adjust the Celonis Invoice Status to distinguish between unassigned and assigned tasks.

Manual Assignment

  • Assignment Logic:

    • Invoices are assigned based on a certain business logic to groups or leads re-assigning those invoices. For instance, a typical working mode for this option is that all invoices for certain company codes are assigned to the responsible team leads. The team leads will assign those invoices to the responsible user based on their experience. For this, an additional action needs to be created.

  • Action View Integration:

    • Option 1: Each user can select their name in a dropdown in the sidebar to filter on all invoices they are assigned to (by default hidden). Each user will be able to see all invoices in the Action View.

    • Option 2: By using view filters and task augmentation, every user sees only the invoices they are assigned to without using the dropdown. The user can’t see the invoices of other users.

Automated Assignment

  • Assignment Logic:

    • Option 1: Map the SAP posting user from the ERP (BKPF.USNAM) to the IBC Celonis user name. For invoices posted with a batch user, a different option needs to be used.

    • Option 2: Assign invoices based on a certain business logic to individual users responsible for those invoices (e.g. company code X -> user Y). Some companies also have specialists assigned to a vendor in their ERP master data (LFB1.BUSAB).

  • Action View Integration:

    • Option 1: Each user can select their name in a dropdown in the sidebar to filter on all invoices they are assigned to (by default hidden). Each user will be able to see all invoices in the Action View.

    • Option 2: By using view filters and task augmentation, each user sees only the invoices they are assigned to without using the dropdown. The user can’t see the invoices of other users.

Assignment by Action Execution

The invoice is assigned to the user executing the first action on an invoice in Celonis. For instance, a “Create Task” block is appended on the “Share Invoice” action and used for assignment, meaning that the user executing “Share Invoice” is assigned to the task automatically.