When external (and agreed suppliers) have submitted their invoices via the Invoice Bureau, nominated Key Users will be able to see these imported invoices and action these as needed.


During the import process, the system will attempt to automatically link the invoice records to the corresponding DP2P purchase item records (“Receipted” status) within Panacea.


Successful linking of a DP2P cost is based on the following matching fields

  • PO number must match the PO number held on Panacea (starting with DPO)
  • Supplier Id imported MUST match the Organisation Id in Panacea (if externally imported)
  • PI number matches
  • Qty (Quantitity) matches
  • Net Value (Cost excluding Tax) matches


Head to Supplier Management > Import Invoices

  • Users will be able to see all Invoices/Invoice Lines in each successfully Invoice Bureau batch that has been imported
  • If a batch has a green tick against it, it means all Invoices have been successfully linked and submitted
  • The batches without a green tick, are the ones that need to be reviewed


Invoices to review:


Successfully mapped Invoices

  • If the Invoice line shows a blue link symbol, this means that the invoice has been successfully mapped against a corresponding Direct P2P PI line (this is dictated by the above successful linking of Direct P2P cost)
    • You can review these, and submit these
  • When the imported Invoices matches up with a PI# (very important that the values match!), tick the ready Invoices and click Submit Linked Invoices to submit these ready for Invoice Batch processing 
    • You can do this in stages, you do not have to wait for all Invoices to be ready to Submit Linked Invoices
    • The batch will have a green tick when all Invoices are linked and submitted


Non-mapped Invoices - these need to be reviewed to determine how best to proceed

  • If the Invoice line shows a red broken link symbol, this means the invoice could not be automatically mapped against a corresponding DirectP2P PI line - these must be reviewed before they can be submitted. This may happen where:
    • If the PI line has not been receipted - only PI lines that have been receipted will be able to allow for Invoice submission
      • a relevant KU/Requisitioner can then receipt the PI line
      • Once receipted, you will be able to link against the relevant PI line
    • If the Invoice submitted does not match any of the following:
      • Non-matching PO#
        • Choose the relevant PI held on Panacea click Select > Done
      • Non-matching PI#
        • Choose the relevant PI held on Panacea click Select > Done
      • Non-matching Quantity
        • If Quantity on the invoice is less then what is held on Panacea and has not been receipted, then receipt the PI# for the amount specified (you can message the supplier to ask if the remainder is to still be invoiced or if it is to be cancelled, if cancelled, then you can cancel the remainder that is to be receipted by rejecting and then cancelling that split PI#)
          • Once receipted you can then then link the PI# to the invoice
          • If the NET Value of the Invoice matches what is held on Panacea, you can choose to link to the #PI line (ensuring that the value matches is most crucial for the Invoice Export and paying the supplier)
        • If Quantity on the invoice is less then what is held on Panacea and has been receipted, then we'd recommend messaging the supplier to ask them to re-submit their Invoice for the full quantity 
          • If the NET Value of the Invoice matches what is held on Panacea, you can choose to link to the #PI line (ensuring that the value matches is most crucial for the Invoice Export and paying the supplier)
          • Delete that Invoice line, so that you can Invoice for the full amount once the appropriate Invoice has been submitted through the Invoice Bureau
          • If the Invoice is correct, and the PI was incorrectly receipted for the wrong amount, cancel that PI# line and raise a new Requisition for the appropriate amount and follow the Exception Workflow
        • If Quantity on the invoice is more than what is held on Panacea (but has not affected the total NET price as such),then you can either:
          • You can choose to link to the #PI line (ensuring that the value matches is most crucial for the Invoice Export and paying the supplier) 
        • If Quantity on the invoice is more than what is held on Panacea (and has affected the total NET price as such),then you can:
          • Either
            • Cancel the current PI# that has the incorrect quantity/value and raise a new Requisition following the Exception workflow
            • Raise a new requisition for the remainder amount following the Exception Workflow
          • Once the new Requisition/PI# is in a state where it has been receipted, then you can link the PI# to the Invoice
            • If linking multiple PI# select the toggle to select multiple PI#
      • Non-matching Net Value (excluding Tax)
        • If the Value is less than what is held on Panacea and has not been receipted
          • Receipt the PI# for the amount specified (you can message the supplier to ask if the remainder is to still be invoiced or if it is to be cancelled, if cancelled, then you can cancel the remainder that is to be receipted by rejecting and then cancelling that split PI#)
          • Once receipted you can then then link the PI# to the invoice
        • If the Value is less than what is held on Panacea and has been receipted, then EITHER
          • Delete that Invoice line, so that you can Invoice for the full amount once the appropriate Invoice for the full quantity has been submitted through the Invoice Bureau
          • Cancel the current PI# held for the wrong amount, and place a new Requisition for the correct amount and follow the Exception workflow
        • If the Value is more than what is held on Panacea, can either:
          • Cancel the current PI# that has the incorrect quantity/value and raise a new Requisition following the Exception workflow
          • Raise a new requisition for the remainder amount following the Exception Workflow
          • Once the new Requisition/PI# is in a state where it has been receipted, then you can link the PI# to the Invoice
            • If linking multiple PI# select the toggle to select multiple PI#
      • No corresponding PI# held on Panacea
        • A requisition must be placed on Panacea to match the value/quantity provided in the Supplier Invoice. The full workflow can be applied, or it can be treated as an Exception Requisition.
      • Invoice submitted in error
        • You can delete the Invoice. Please make sure to contact the supplier to notify them so they are aware it has been rejected/ what they should do if relevant.
  • When the imported Invoices matches up with a PI# (very important that the values match!), tick the ready Invoices and click Submit Linked Invoicesto submit these ready for Invoice Batch processing
    • You can do this in stages, you do not have to wait for all Invoices to be ready to Submit Linked Invoices
    • The batch will have a green tick when all Invoices are linked and submitted