Ivalua Source-to-Pay Configuration and Workflow Training Course

Course overview

Procurement teams often inherit an Ivalua environment with inconsistent supplier records, approval routes that do not reflect delegated authority, poorly governed catalogs, and workflows that force users into email or spreadsheet workarounds. This course addresses the practical configuration decisions behind a usable source-to-pay process: how requests become approved purchases, how suppliers are onboarded and assessed, how sourcing events route for review, and how contracts, orders and invoices carry the right controls. Participants learn to translate procurement policy into configured rules that business users can follow and auditors can trace.

The course covers Ivalua’s core source-to-pay configuration areas, including organizational structures, roles and access rights, master-data design, supplier registration, qualification workflows, RFx templates, evaluation scoring, contract metadata, catalog controls, requisition-to-order approvals, invoice matching and exception handling. Participants configure conditional workflows, business rules, notifications, approval matrices and data-validation rules in an Ivalua sandbox. They also learn how to test configuration changes, diagnose common routing failures, document dependencies and distinguish configuration work from requirements requiring integration or development.

Instruction is delivered over five instructor-led days in a classroom or live online setting, combining demonstrations, guided configuration labs, procurement scenarios and peer review. Each participant builds a controlled source-to-pay configuration pack for a realistic business unit, including a process map, role matrix, approval design, workflow specifications, test cases and deployment checklist. This pack provides a practical starting point for configuration work, change requests or internal discussions with Ivalua administrators and implementation partners. Participants receive a certificate on completion.

The course is best suited to procurement systems professionals and functional procurement leads who already work with purchasing, sourcing or supplier-management processes and need to configure, govern or improve Ivalua workflows.

Course objectives

By the end of this course, participants will be able to:

• Configure Ivalua organizational structures, user roles and permission sets for controlled procurement access
• Design supplier-registration and qualification workflows with mandatory data, validations and approval stages
• Build RFx templates, scoring criteria and evaluation workflows that support defensible supplier awards
• Configure contract metadata, obligation fields and approval rules aligned to contract governance policies
• Set up guided-buying catalogs, requisition controls and conditional purchase approval workflows
• Configure invoice matching tolerances, exception routing and resolution responsibilities
• Create workflow test scripts and traceability records for configuration changes and release approval
• Produce a source-to-pay configuration pack containing process maps, rule specifications and deployment actions

Benefits of attending

Target competencies

Who should attend

• Procurement Systems Analysts — who translate purchasing policies into Ivalua fields, roles and workflows
• Ivalua Functional Administrators — who maintain configurations and investigate routing or access issues
• Procurement Operations Managers — who need approval, catalog and invoice processes to operate consistently
• Strategic Sourcing Managers — who require controlled RFx evaluation and supplier award workflows
• Supplier Management Leads — who govern supplier onboarding, qualification and risk-review processes
• Finance and Accounts Payable Process Leads — who depend on reliable purchase-order and invoice exception controls

Requirements and prerequisites

Participants should understand the basic procurement lifecycle from supplier onboarding and sourcing through requisition, purchase order, receipt and invoice processing. Experience using Ivalua as a buyer, requester, sourcing participant or functional support user is strongly recommended, along with familiarity with approval matrices, supplier master data, catalogs and three-way matching. Participants should be comfortable reading process maps and using spreadsheet-based data templates. Prior coding, API development, database administration and Ivalua technical development experience are not required. This is not a first introduction to procurement; complete beginners should first gain practical familiarity with core source-to-pay terminology and transactions.

Training methodology

The instructor demonstrates each configuration area in an Ivalua sandbox, then participants apply the feature to a linked procurement scenario. Short lessons on policy-to-system design are followed by guided labs configuring roles, supplier forms, RFx scoring, approvals, catalogs and invoice exceptions. Teams review one another’s workflow logic against control requirements and identify failure points such as missing conditions or conflicting permissions. The final day uses an end-to-end case to consolidate individual configuration decisions into a tested release plan for workplace application.

Course outline

Day 1: Ivalua platform foundations and configuration design

• Ivalua source-to-pay process architecture and module dependencies
• Organizational entities, business units and purchasing structures
• User groups, roles, permission sets and segregation of duties
• Master-data governance for suppliers, categories, currencies and accounting values
• Configuration objects, effective dates and change-impact assessment
• Business-rule logic, conditional criteria and field-level validations
• Process mapping from procurement policy to Ivalua configuration requirements

Workshop: Participants map a business unit’s source-to-pay process and produce a role matrix, master-data dependency list and initial configuration backlog.

Day 2: Supplier management and strategic sourcing workflows

• Supplier registration forms, questionnaires and mandatory-field design
• Supplier qualification, validation and risk-review workflow stages
• Supplier segmentation, status controls and ownership assignments
• RFx project templates, event phases and collaboration permissions
• Lot design, bid-response requirements and supplier communication controls
• Weighted scoring models, evaluator assignments and consensus evaluation
• Award approvals, decision records and supplier award notifications

Workshop: Participants configure a supplier onboarding workflow and RFx evaluation model, then produce an approval-ready supplier award record.

Day 3: Contract, catalog and guided-buying configuration

• Contract workspace templates, metadata fields and clause libraries
• Contract approval workflows, legal review gates and signature controls
• Contract obligations, renewal alerts and supplier performance linkages
• Catalog types, item attributes and catalog content governance
• Guided-buying forms, request intake questions and purchasing channels
• Category-based buying policies and preferred-supplier controls
• Requisition validation rules and contract-compliance checks

Workshop: Participants build a contract-linked guided-buying path and produce a catalog governance checklist with required approval and validation rules.

Day 4: Procure-to-pay controls and exception management

• Requisition-to-purchase-order workflow states and document controls
• Approval matrices using spend, category, entity and requester conditions
• Delegation, escalation, reminders and approval-chain exception handling
• Purchase-order change orders, tolerances and budget-control considerations
• Invoice capture routes, matching rules and three-way match logic
• Price, quantity and receipt variance tolerances
• Invoice exception queues, resolution ownership and audit trails

Workshop: Participants configure a conditional requisition approval flow and invoice exception route, then test them against high-value and non-PO scenarios.

Day 5: Testing, release governance and end-to-end application

• Configuration testing strategy and scenario-based test-script design
• Positive, negative and boundary-condition workflow testing
• Defect triage for permissions, data, rules and workflow sequencing
• Configuration documentation, version control and approval evidence
• Integration touchpoints with ERP, supplier data and invoice-processing systems
• Release readiness, user acceptance testing and deployment checklists
• Operational reporting using Ivalua Analytics for workflow and exception monitoring

Workshop: Participants execute an end-to-end source-to-pay test and finalize a configuration pack containing workflow specifications, test results, defects and release actions.

Tools & standards covered

Ivalua Buyer, Ivalua Supplier Management, Ivalua Contract Management, Ivalua Analytics

A typical training day

Live online deliveries follow the same structure in the East Africa Time zone, with shorter screen blocks and longer breaks.

What the fee includes

How you can take this course

Certification

Participants who complete the full five days receive the Skillset Development Certificate of Completion, stating the course title, course code, dates and delivery format — suitable for professional-development records and employer reimbursement.

Frequently asked questions