Troubleshoot general AP Automation issues

Contact your Sage Intacct account manager or Channel Executive to learn about enabling AP Automation.

Select the Refresh button to see draft transactions that Intacct added or finished analyzing after you loaded the Bills list.

If you do not see your bills after refreshing the list, you might need to allow a little time for Intacct to finish processing.

To view the Bill automation settings, first go to the top level. Then, go to Accounts Payable > Setup > Configuration.

Bill automation settings appear after the Enable functionality section.

Contact your Sage Intacct account manager to request deactivation of AP Automation.

From the Bills list, select the down arrow beside the View menu, then select Draft Bills

This view filters the Bills list to show only bills that are in a Draft or Analyzing state.

When AP Automation is enabled, Smart rules and Smart events do not run on draft transactions until you post them.

Bills processed by AP Automation can be printed in the same way that you print other bills, except when:

• The bill state is Analyzing, which means that the data extraction is not yet complete.
• The draft bill does not have a vendor selected. The print option will be available after you select a vendor and save the draft.

After you create a new vendor, Sage Intacct updates the machine learning model with this information within 24 hours.

If you upload or email bills for the vendor before the daily update occurs, Intacct might not be able to match the vendor. However, when you submit new transactions on subsequent days, Intacct is much more likely to make an accurate match.

Learn how individual fields are populated in a draft bill.

Vendor match accuracy is impacted by two factors:

• How long you have been using AP Automation
• The quality of your vendor data

Time is a factor because Intacct uses machine learning to determine the most likely vendor record match for the bills you submit. To make predictions, machine learning observes your transactions patterns over time and uses that information to build a model.

This means that in the beginning, Intacct will not know the best predictions to make. As you continue to use the AP Automation, the predictions will improve. Given the many factors that can affect matches, such as the quality of scans and vendors with similar names, you probably will not see 100% accuracy for vendor matching. However, you should notice a significant improvement over time.

The quality of your vendor data matters because if you have multiple vendor records with the same vendor name and the same address, Intacct does not know which vendor record to match. This, too, improves over time as machine learning determines which record you want.

Intacct's machine learning service builds a model of your patterns over time. A change that you make only one or two times might not be a change you want to make to all bills from that vendor. However, when you make the same change multiple times, the system learns that this is a correction you want to apply in the future.

Intacct evaluates your patterns on a daily basis, based on submitted bills. If you process many bills from the same vendor in a single day, corrections you make will not be added to the machine learning model until the following day. Also, if you make changes and but do not submit or post the bill, these changes are not yet added to the model.

Empty Account and dimension fields in a bill indicate that AI/ML is not able to offer a prediction for those fields. When you edit the line item coding and post the bill, your corrections are sent back to the ML system, which uses this information to improve future predictions. In the beginning, AI/ML might not know what you want, but the more you make corrections, the faster it improves the predictions.

At times, even though AI/ML cannot match the vendor with confidence, the line item dimensions can be predicted based on your past patterns of corrections. In these cases, you need to select a vendor before you proceed, but you might not need to edit line items.

If Intacct does not recognize the currency on the source bill, or if no currency symbol is included in the bill amounts, then amounts in the draft bill are set to the base currency for the entity.

If the source bill contains negative amounts within parentheses or brackets, rather than prefaced with a minus sign, Intacct reads these as positive values.

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

In cases where Intacct cannot capture some or all of the bill 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 vendor to resend the bill.

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.

Potential import exceptions are as follows:

To determine if an uploaded or emailed document is a duplicate, Sage Intacct compares the file you submit to previously uploaded and emailed files, for the same entity. The following are potential scenarios where a duplicate bill might not be identified as a duplicate:

• The file image is not identical to the previously submitted bill.

  If a bill was mistakenly scanned twice, and the scans are different, the system might not identify the duplicate.

• The bill is a duplicate of a bill that you entered directly into Sage Intacct, not a bill that you emailed or uploaded.

  If you entered the bill yourself and attached the file, then mistakenly emailed or uploaded the same file, the system will not identify the duplicate because it is comparing to other emailed and uploaded files.

• The duplicate files were submitted to different entities and not to the top level.

  If you uploaded the bill to 2 different entities, or emailed them to the addresses for two different entities, the system will not compare the bills.

• The duplicate documents were submitted simultaneously.

  If you submit a batch of bills that includes duplicates, the duplicates might be processed simultaneously. If the bills are analyzed at the same time, Sage Intacct will not have a completed draft to use for comparison. To avoid this situation, check your attachment list for duplicate file names before forwarding a batch of bills.

As an optional safeguard, configure accounts payable for document sequencing to warn you if the bill number is a duplicate. That way, you will be alerted when you submit or post the bill.

1. Close the pop-up window.

2. Select the Attach icon to open the attachment as a split view.

   Be sure you have split view enabled in your user preferences.