Upload AP purchase invoices for automated processing

From the AP purchase invoices list, you can upload scanned AP purchase invoices and supplier-provided AP purchase invoice documents to have AP Automation create draft AP purchase invoices for you. Upload AP purchase invoices in batches to save time.

1. In the entity where you want the AP purchase invoices to be created, go to Accounts Payable > All > AP purchase invoices.

   You can upload AP purchase invoices at the entity level or the top level.
   

2. Select Upload.

   The Upload AP purchase invoices pop-up window opens.

3. Select the default Location to use if AI/ML cannot predict the location for an AP purchase invoice in this batch.

   Typically, AI/ML predicts the location for you. However, if you upload AP purchase invoices from a new supplier with no history, AI/ML uses the location you select here. After AI/ML learns your patterns, it predicts the location and ignores the Location selected during upload.

   Location is optional for single-entity companies.
4. Choose how you want line items generated for the AP purchase invoices.

   To create detailed AP purchase invoices, select All line items and associated amounts. To create summarized AP purchase invoices, select A Single line item that summarizes the total.

5. Drag and drop files on to the pop-up window to upload them or select Browse files to select them.

   You can save time by uploading up to 30 AP purchase invoices at once.

   Supported file types

   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
   Intacct cannot process password-protected files.
6. Select Create AP purchase invoices when you are done adding files.
7. Select Refresh on the AP purchase invoices list to show the status of the uploaded AP purchase invoices.

   Intacct creates a AP purchase invoice for each file upload, with the uploaded file attached.

   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 recheck the status of AP purchase invoices that were being analyzed, select Refresh again.

   If you do not see your AP purchase invoices, you might need to allow a little time for Intacct to finish processing. For AP purchase invoices that appear in the list but do not leave the Analyzing state for more than 2 hours, learn how to cancel 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