About AP Automation setup

After AP Automation is enabled for you, it’s ready to use. You can view details about the configuration and refine settings for email services on the Configure Accounts Payable page, under AP purchase invoice automation settings.

When processing incoming AP purchase invoices, Intacct needs to know:

• The level of line-item detail that you want to include in AP purchase invoices
• The default location to apply to line items only when AI/ML cannot predict the location

Each time you upload AP purchase invoices from the AP purchase invoices list, Intacct prompts you for this information and applies it to the AP purchase invoices you upload together.

For AP purchase invoices sent by email, Intacct uses the Email services configuration in AP purchase invoice Automation settings, on the Configure Accounts Payable page.

Line-item detail on AP purchase invoices

You choose the level of detail that you want Intacct to provide in draft AP purchase invoices. You can choose:

• A single line item that summarizes the total
• Multiple line items representing each line item in the AP purchase invoice, with the associated amounts

The default configuration for email services is to generate AP purchase invoices with a single line item that summarizes the total. If you are a Business user with admin privileges, you can change the line item detail in Configure Accounts Payable.

Default locations and how they apply to line items

For emailed AP purchase invoices, the default location is pre-defined in the setup and applies to all AP purchase invoices submitted by email. The default is determined as follows: 

• Top level: The first entity in your list of entities
• Entities: The first location for the entity, which is usually the same as the entity name

The default location is used only when AI/ML is not able to predict the location in line items. Incoming AP purchase invoices are always created as drafts for you to review, giving you the chance to edit details before you submit or post the AP purchase invoice.

Example

Say you have a new supplier that you added to Intacct last week. Today, the supplier submits an AP purchase invoice to the top-level email address you provided. Because AP purchase invoice is the first AP purchase invoice received from the supplier, Intacct uses your first entity, E100--Eastern Region, as the location for line items. When you review the AP purchase invoice, you correct the location to E300--Western Region before you submit or post.

As you continue to receive AP purchase invoices from the supplier and edit the location before you post, AI/ML learns your location coding patterns. Soon, AI/ML ignores the default and predicts the correct location for you.

Sage-provided email addresses

Before you submit an AP purchase invoice by email, you need the right email address to use. You can view the list of email addresses in the Email services configuration.

Intacct provides email addresses for your company top level and each entity. Select the email address based on where you want the draft AP purchase invoice created. For example, if you want the AP purchase invoice to be created at the top level with an entity as a location, email the AP purchase invoice to the address assigned to the top level.