Review and post incoming AP purchase invoices from AP Automation

Use the Draft AP purchase invoices standard view to review AP purchase invoices that Sage Intacct created from uploaded or emailed AP purchase invoices. From this view, you can:

• See import exceptions that require your attention.
  
• View the attached AP purchase invoice document directly from the list, using the Attach shortcut.
• Select and view details for AP purchase invoices in draft state.
• Enter tax details for transactions.

1. Go to Accounts Payable > All > AP purchase invoices.

2. Select the down arrow beside the View menu, then select Draft AP purchase invoices.

   The list updates to show all AP purchase invoices in a draft or analyzing state.

   How Intacct shows AP purchase invoice states for uploaded and emailed AP purchase invoices

   • Analyzing: Intacct is still processing the document. You can view the attached AP purchase invoice document, but the AP purchase invoice details are not yet populated.
   • Draft: Processing is complete. You can view and edit the AP purchase invoice details. When ready, submit or post the AP purchase invoice.

   The Analyzing state appears for uploaded AP purchase invoices that are being processed. AP purchase invoices submitted by email appear in the AP purchase invoices list when the draft is complete.

   To update the list at any time, select Refresh. AP purchase invoices that arrived after you opened the AP purchase invoices list appear, and the state of AP purchase invoices that were previously Analyzing are updated.

3. Hover over any alerts that you see in the Import exceptions column to get more information.

   Import exceptions alerts you to issues found when the emailed or uploaded document was processed. For example, a duplicate AP purchase invoice or unreadable file.

   In cases where Intacct cannot capture some or all of the AP purchase invoice information, you can fill in the details yourself, using the attachment as a reference. If the attachment is unreadable, submit a new file or ask the supplier to resend the AP purchase invoice.

   The Import exceptions column appears in the AP purchase invoices list for standard views. If you do not see the column, select the All or Draft AP purchase invoices view. You can also add the column to a custom view.

   When you edit or view a draft that has an import exception, a more detailed exception message appears. The import exception clears once you save, post, or submit the transaction.

   Types of import exceptions

   Potential import exceptions are as follows:

   Exception type	Message	Description
   Duplicate	Duplicate of existing AP purchase invoice	The submitted AP purchase invoice duplicates an existing AP purchase invoice, so the draft was not populated. Select View the original AP purchase invoice to see the AP purchase invoice that it duplicates.
   Resolve	Supplier not found	Sage Intacct could not match the supplier with confidence. Select a supplier before posting.
   Resolve	File cannot be read	The system could not read the attachment. Forward or upload a new version of the file, or enter the AP purchase invoice details directly.
   Resolve	File too large	The AP purchase invoice could not be processed because it exceeded the maximum file size. Submit a version of the AP purchase invoice that's smaller than 20 MB, or enter AP purchase invoice details directly, using the attachment as reference.
   Resolve	Possible disconnect	A technical issue occurred during processing. Enter the AP purchase invoice details directly.
   Resolve	Possible virus	A possible virus was detected in the attachment that prevented analysis. Enter AP purchase invoice details directly.
   Resolve	Unsupported file format	The AP purchase invoice could not be processed for one of the following reasons: The file type was not PDF, JPG, JPEG, TIFF, or PNG. The file was a non-standard PDF, or the PDF version was 1.4 or earlier. The file was encrypted. Submit the AP purchase invoice again using a supported file type or enter the AP purchase invoice details directly.
   Resolve	Location is outside the restriction limit for Supplier dimension.	The supplier is restricted to a different location than the location where the AP purchase invoice was submitted. Change the location for the AP purchase invoice. If the AP purchase invoice was submitted to an entity that is restricted, delete the AP purchase invoice and resubmit to the correct entity.
   Resolve	Value for Allocation has been provided along with one or more Dimension Fields	The previous AP purchase invoice contained a line item with allocation. Update the allocation for the line item. If the previous AP purchase invoice included a custom allocation, Intacct does not copy the dimension values in the new draft AP purchase invoice. Edit the allocation to add dimension values.
   Resolve	Transaction total amount is required when using Inclusive tax	The previous AP purchase invoice for this supplier had more lines with inclusive tax than the submitted AP purchase invoice. This creates a AP purchase invoice with an amount of 0.

4. To review and update an AP purchase invoice, select Edit on that row.
5. Review AP purchase invoice details and edit them as necessary.

6. For companies that use the Taxes application, review the tax information and add Tax details.

   Review header-level tax information

   Verify the following fields for header-level tax information:

   • Transaction has tax implications
   • Tax solution
   • Inclusive tax
   Review line entry transaction tax and select tax details

   1. Verify the Transaction tax amounts for each line.
   2. Select the Tax details.

7. Select Post or Submit.

   The AP purchase invoice is updated and you are returned to the AP purchase invoices list. Any corrections you made to AI populated fields are sent back to the machine learning system to improve future predictions.