What are IDNs and how do they work?

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Invoices sometimes arrive without purchase order (PO) numbers.

But an IDN (Invoice Designation Number) can give the invoice an identity so it can be accepted and managed by the system.

Note: Only administrators can set up IDNs.

Who gets an IDN? And is it one IDN per supplier?

There are different scenarios where an IDN can be useful.

1) Your supplier never has a PO number on their invoices - and they supply one type of item

Some suppliers (eg. utilities companies) may never have PO numbers on their invoices for genuine reasons. For example, their business just doesn't work that way. Here, you should create a single IDN number for them - and ask them to add it to every invoice they send to you. The system will then recognise who they are automatically - and will know who needs to authorise their invoice within your organisation. This will speed up the workflow enormously.

You can set up an IDN for their invoices here. Afterwards, tell them to add the IDN to their invoices.

2) Your supplier provides items to you in more than one category

Some suppliers fail to include PO numbers on their invoices - and may provide goods or services to you in more than one category. For example, three categories: paper, furniture and computers.

Such a supplier would need three different IDNs: one for each category. This is because their invoices may need to be routed and approved by three different authorisers within your organisation.

It's much better to encourage these suppliers to use PO numbers rather than IDNs. But, if necessary, you can set up IDNs for them - and then assign the correct IDN to any incoming invoices that arrives from them without PO numbers. That said, it's better if they put the IDN on their invoices themselves to save you from doing this.

3) Various suppliers that provide items in just one category

There may be a number of suppliers that provide specific items or services to you occasionally. For example, twice a year, you may hold a reception and require a catering company. You may use the services of company A, B, C or D.

To keep things simple and flexible, you don't have to assign an IDN to each supplier. A single IDN can be used for all of them - and actually relate to what is supplied (in our example, catering services). This is because the same team within your organisation may be approving the invoice, no matter who it's from.

Of course, it's much better to encourage these suppliers to use PO numbers rather than IDNs where possible. But, if necessary, you can set up the IDN for them - and then assign the IDN to any incoming invoices that arrive from them without PO numbers.

4) The supplier isn't technically a supplier - but simply someone you need to pay
There may be people who are not technically suppliers - but are about to receive payments, such as grants, from your organisation. These people need an IDN too. Your team can use an IDN to create and process an 'invoice' related to their payment(s).

Important: A supplier must first be enabled for non-PO invoicing before an IDN can be linked to them.

What do IDNs look like?

An IDN may look like this: AP000021

The prefix (AP) is created initially by the Proactis helpdesk and cannot be changed.

Note: Your prefix is likely to have different letters. It's unique to your organisation.

The number (000021) is generated automatically by the system, with numbers in sequence.

Note: In our example, the next IDN created will be AP000022.