Professional Services S4 Cloud supplier invoices with Concur

[cyork1963]

We are implementing S/4HANA Cloud for professional services integrated with concur.  When we use sub-contract suppliers for services they will fill time sheets in S4 and expense claims in Concur.  We don't want any payable created until the supplier sends an invoice at the end of the month for all services and expenses.

The scenario is Johnny works for supplier Apex.  When we contract Johnny it is a traveling role to our client.  We issue a Purchase Order to Apex for 3 months of Johnny's time.  First question is should the PO have a line item for planned travel?  

During month 1 Johnny works 160 hours and the timesheets have all been approved.  He also submitted 3 expense claims in Concur for a total of $8553.00.  The expense claims are creating a journal entry for those claims as an invoice and costs against the project (not what we want).  After the end of the month Apex sends us an invoice with 2 line items - 1 for his time and another for the approved expenses that month.

The confusion comes with expenses in matching the three journal entries against the ONE LINE ITEM on the supplier invoice. Keep in mind we will have hundreds of concur reports coming through each month.

So, summarizing the questions

• Should the supplier PO include travel?
• What happens if the actual travel is greater than the amount on the PO?
• If we don't include travel on the PO, how will we accept the supplier invoice(s) that will be greater than the PO amount issued for the service performer
• When the supplier invoice arrives, what is the process for matching the expense line item against the claims from Concur

Thanks much!!