Submit AP purchase invoices by email using AP Automation

AP Automation creates draft AP purchase invoices from supplier documents that you email to your Sage-provisioned email address.

You can forward AP purchase invoices in any of the following ways:

• Forward supplier emails that include AP purchase invoices as attachments.

• Send a single email with multiple AP purchase invoices attached.

Each email attachment generates a draft AP purchase invoice. If you are forwarding a supplier email that includes supporting attachments, such as receipts, remove the attachments first. Otherwise, Intacct generates a draft AP purchase invoice for each receipt. Also, if the supplier includes additional information in the body of the email message, make a note of this, as it is not included in the draft AP purchase invoice.

Find your Sage-provisioned email address

When AP Automation is enabled, Sage email addresses are set up for you to use when submitting AP purchase invoices by email. You are assigned a unique email address for the top level, plus one for each entity. These addresses are not editable.

1. Go to Accounts Payable > Setup > Configuration.

   If you have a multi-entity company, view Configuration from the top level to see AP purchase invoice automation settings.

2. Under AP purchase invoice automation settings, select Configure next to Email services.

   The Configure Email Services pop-up window opens, showing the list of entities, their default locations, and their provisioned mailboxes. Copy the email address from the Mailbox column for the entity you want to use.

Email an AP purchase invoice for automatic draft creation

1. Forward supplier emails containing AP purchase invoice attachments to the Sage-provisioned email address for the appropriate entity.

   You can forward AP purchase invoices one by one, or forward a single email with multiple AP purchase invoices attached.

   When addressing the email, include a single email address in the To: field and leave the CC: field empty. If you include more than one email address, Sage Intacct will not process the AP purchase invoice.

   Valid email attachments

   Intacct accepts documents that are:

   • PDF, JPG, JPEG, TIFF, HEIC, or PNG files
   • Unencrypted
   • Up to 20 MB in size
   • Fewer than 200 pages in length

   PDF support excludes:

   • Non-standard PDFs, such as PDFs that include JavaScript or embedded files
   • PDF version 1.4 or earlier
   Considerations when sending multiple AP purchase invoices in one email

   Be aware of the following limitations when forwarding a single email that contains multiple AP purchase invoice attachments.

   • Each AP purchase invoice must be a separate file.

   • The file name for each AP purchase invoice must be unique with the batch of AP purchase invoices.

   • The email can have a maximum of 200 attachments.

   • The size of email message and all attachments combined must be less than 40 MB.

   Determine your Sage-provided email address if you do not have admin privileges

   If you or another user used AP Automation to create drafts for this entity before, you can see your assigned email address in the recipient email column in the AP purchase invoices list.

   In a standard view, filter the Source column for Email. This filter shows AP purchase invoices created from forwarded AP purchase invoices.
   

   AP Automation email addresses use the following format.

   New customers and companies who have opted in for smart email capabilities will see the following format:

   Level	Email format	Example
   Entity	<company ID><entity ID>@ai.sage	Company ID: examplecorp Entity ID: E100 Entity email address: examplecorpe100@ai.sage.com
   Top level	<company ID>@ai.sage	Company ID: examplecorp Top level email address: examplecorp@ai.sage.com

   Existing customers who have not opted in for smart email capabilities will see the following format:

   Level	Email format	Example
   Entity	<company ID><entity ID>@sagemail	Company ID: examplecorp Entity ID: E100 Entity email address: examplecorpe100@sagemail.com
   Top level	<company ID>@sagemail	Company ID: examplecorp Top level email address: examplecorp@sagemail.com

   When determining your email address, do not include spaces or underscores, even if they are present in your company ID.

   Intacct might provision a different email address in one of the following circumstances:

   • If your company ID + entity ID matches an email address already in use

   • If you delete an entity and then recreate it using the same entity ID

   In these cases, Intacct appends an underscore and an incremental number (beginning with 2) at the end of the username.

2. To view drafts created from the emailed AP purchase invoices, go to Accounts Payable > All > AP purchase invoices in the entity where you emailed the AP purchase invoices.

   If you already have the AP purchase invoices list open, select Refresh to update the list. To filter the AP purchase invoices list for drafts, select the Draft AP purchase invoices standard view.

   Unlike uploaded AP purchase invoices, which appear in the list while Intacct is analyzing the content, emailed AP purchase invoices show up after analysis is complete. If you do not see your AP purchase invoices, you might need to allow a little time for Intacct to finish processing.

   About columns in the AP purchase invoices list that are specific to AP automation

   In standard views, the following columns provide more information about automatically generated AP purchase invoices:

   • Source: Shows whether the AP purchase invoice was created from an upload (through the AP purchase invoices list) or email. If this field is empty, the AP purchase invoice was either entered directly into Intacct, imported using CSV, or imported using an API.

   • Import exceptions: Alerts you to any issues with the draft. Hover over this field for more information.

   • Recipient email: Shows the Sage-provisioned email address where the AP purchase invoice was sent.

   • Sender email: Shows the email address of the sender.

Next step: Review and post incoming AP purchase invoices from AP Automation

Configure how much detail to include in emailed AP purchase invoices

By default, Intacct summarizes the AP purchase invoice total on a single line when creating draft AP purchase invoices from emailed transactions. You can change the default if you want Sage Intacct to create AP purchase invoices with multiple line items that match the original supplier document.

1. Go to Accounts Payable > Setup > Configuration.

   If you have a multi-entity company, view Configuration from the top level to see AP purchase invoice automation settings.

2. Under AP purchase invoice automation settings, select Configure next to email services.

   The Configure email services pop-up window opens, showing the mailbox configuration and the rules you want Intacct to use when creating draft AP purchase invoices from emailed transactions.

3. For Generate each AP purchase invoice with, select the method you want Intacct to use.

   • A single line that summarizes the total: If the AP purchase invoice document contains multiple line items, Intacct creates a single line item in the draft AP purchase invoice. This line item contains the total of all line items in the AP purchase invoice document. This is the default setting.

   • All line items and associated amounts:Intacct creates a line item in the draft AP purchase invoice to match each line item present in the AP purchase invoice document.

4. Select Save in the Configure email services pop-up window.
5. Select Save in Configure Accounts Payable.