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How AP Automation populates draft bills

AP Automation populates draft bills using data supplied by the source document, the vendor record, and Artificial Intelligence/Machine Learning (AI/ML).

Data sources for fields in the draft bill

To create an automated draft bill, AP Automation uses AI/ML to gather information intelligently, from multiple sources:

Artificial Intelligence and Machine Learning (AI/ML) predictions
The vendor information record
The source bill document
Your configuration and company settings

To begin with, AI/ML uses predictions to match the bill to the correct vendor. This allows Sage Intacct to use information from the vendor record to fill in the pay to and return to addresses, the term, and payment priority. The term is used to calculate the due date.

AI/ML also extracts information from the bill document that you upload or email. The bill date, bill number, transaction currency, line item amounts, and memos, all come from the source bill.

For fields such as GL account, Location, Department, and Project, AI/ML predicts the values based on your historical patterns.

Finally, your configuration and company settings determine the GL posting date and currency exchange rate information.

When information is not available

Sometimes, AI/ML cannot extract field information from the usual source. In this case, AI/ML either uses an alternate source, if available, or leaves the field empty.

For example, if you did not define the term in the vendor information record, AI/ML cannot use the term to calculate the due date. In that case, AI/ML attempts to extract the due date from the bill document. If the due date is not readily available in the document you emailed or uploaded, Sage Intacct leaves the field empty.

For details of alternate sources of data, refer to the table that follows.

Field details

The following table shows where AP Automation's AI/ML gathers information for automated draft bills. As you correct draft bills and post them, your corrections are fed back to the ML system. These corrections are used to train the ML system and improve the accuracy of future bills.

Bill field	Source
Date	The bill date from the source bill. If Intacct cannot extract the date from the bill, it uses the system date at the time the bill was processed.
GL posting date	Determined by the summary frequency configured for your company: Daily summary frequency: GL posting date is the same as the Bill date One per bill: GL posting date is the same as the Bill date Monthly: GL posting date is the last day of the month that includes the Bill date
Vendor	AI prediction of the best match from your list of Vendors. If AI cannot match the vendor name with confidence, this field is left empty. The bill is flagged with a Resolve import exception (Vendor not found) in the Bills list.
Pay to	The Pay-to contact information from the matching vendor information page.
Return to	The Return to contact information from the matching vendor information page.
Bill number	The bill number from the source bill.
Reference number	This field is left empty.
Description	This field is left empty.
Term	The Term defined on the Payment information tab of the vendor information page. If you did not define a term for the vendor, the field is empty.
Attachment	The bill image that you or the vendor provided.
Due date	The due date is populated as follows: If the Term is defined on the vendor information page, Intacct uses the term to calculate the due date. If you did not define a term for the vendor, the due date comes from the source bill. If a due date is not included on the bill or is not readable, the field is empty.
Payment priority	If a payment priority is defined on the Payment information tab of the vendor information page, that priority is used. Otherwise, this field is empty.
Transaction has tax implications	This option is selected when the predicted location has an assigned tax solution.
Tax solution	The tax solution is populated based on the predicted location.
Inclusive tax	This option is selected when the previous bill for the vendor had inclusive tax in the line entries.
Transaction currency	For multi-currency companies, the transaction currency is the currency as shown on the source bill. If it cannot be predicted from the source bill, the transaction currency is the base currency of the location for this bill. For bills submitted at the top level in a multi-currency company, the system uses, in order: The currency as predicted on the source bill. Sometimes the AI might predict the wrong currency. If the AI predicts an incorrect currency, changes that you make are fed back to the system to improve future predictions. Either the base currency of the location you selected when you uploaded the bill or the base currency for the entity where the bill was emailed.
Exchange rate type	If your company uses custom exchange rate types, Intacct uses your default Exchange rate type. Alternatively, if your company hasn't defined any custom exchange rate types, the Intacct daily rate is used.
Exchange rate date	The bill date.
Exchange rate	The current exchange rate that your company set for this currency.
Entries
Account	Populated based on AI/ML predictions. If AI/ML cannot confidently predict a value, this field is empty. Corrections you make to Account are fed back to the ML system when you post the bill. Your corrections are used to improve future predictions.
Account label	This field is empty.
Amount	The source bill. If your settings are to generate each bill with a single line that summarizes the total, this amount represents the total of all line items shown on the source bill. If your settings are to generate each bill with all line items and associated amounts, this amount represents a single line item shown on the source bill.
Department	Populated based on AI/ML predictions. If AI/ML cannot confidently predict a value, this field is empty. Corrections you make to Department are fed back to the ML system when you post the bill.
Location	Populated based on AI/ML predictions. If AI/ML cannot confidently predict a value, this field is empty. Corrections you make to Location are fed back to the ML system when you post the bill.
Project	Populated based on AI/ML predictions. If AI/ML cannot confidently predict a value, this field is empty. Corrections you make to Project are fed back to the ML system when you post the bill.
Transaction tax	Populated based on AI/ML predictions when the source bill has tax information in the line entries. If tax information is not in the line entries, then this field will show an allocated tax amount based on the tax total for the transaction. If there are multiple tax rates in a transaction, verify each line for correctness. The AI might combine the two tax rates into one and allocate the total tax amount to each line. If AI/ML cannot predict the line item tax, Transaction tax is left empty for individual lines. Learn more about tax handling in AP Automation.
Memo	The line item description from the source bill, if you chose to generate each bill with all line items and associated amounts. If your settings are to generate each bill with a single line that summarizes the total, this field is empty.
AP Account	If an AP account is defined on the Additional information tab of the vendor record, that GL override account is used to populate this field. Otherwise, this field is empty.
Other dimension values	Other dimension values will be empty. You can enter other dimension values before posting the bill.
1099	The vendor information page.