Review and post incoming bills from AP Automation

Use the Draft Bills standard view to review bills that Sage Intacct created from uploaded or emailed bills. From this view, you can:

• See import exceptions that require your attention.
  
• View the attached bill document directly from the list, using the Attach shortcut.
• Select and view details for bills in draft state.
• Enter tax details for transactions.

1. Go to Accounts Payable > All > Bills.

2. Select the down arrow beside the View menu, then select Draft Bills.

   The list updates to show all bills in a draft or analyzing state.

   How Intacct shows bill states for uploaded and emailed bills

   • Analyzing: Intacct is still processing the document. You can view the attached bill document, but the bill details are not yet populated.
   • Draft: Processing is complete. You can view and edit the bill details. When ready, submit or post the bill.

   The Analyzing state appears for uploaded bills that are being processed. Bills submitted by email appear in the Bills list when the draft is complete.

   To update the list at any time, select Refresh. Bills that arrived after you opened the Bills list appear, and the state of bills that were previously Analyzing are updated.

3. Hover over any alerts that you see in the Import exceptions column to get more information.

   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.

   The Import exceptions column appears in the Bills list for standard views. If you do not see the column, select the All or Draft Bills view. You can also add the column to a custom view.

   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.

   Types of import exceptions

   Potential import exceptions are as follows:

   Exception type	Message	Description
   Duplicate	Duplicate of existing bill	The submitted bill duplicates an existing bill, so the draft was not populated. Select View the original bill to see the bill that it duplicates.
   Resolve	Vendor not found	Sage Intacct could not match the vendor with confidence. Select a vendor before posting.
   Resolve	File cannot be read	The system could not read the attachment. Forward or upload a new version of the file, or enter the bill details directly.
   Resolve	File too large	The bill could not be processed because it exceeded the maximum file size. Submit a version of the bill that's smaller than 20 MB, or enter bill details directly, using the attachment as reference.
   Resolve	Possible disconnect	A technical issue occurred during processing. Enter the bill details directly.
   Resolve	Possible virus	A possible virus was detected in the attachment that prevented analysis. Enter bill details directly.
   Resolve	Unsupported file format	The bill could not be processed for one of the following reasons: The file type was not PDF, JPG, JPEG, TIFF, or PNG. The file was a non-standard PDF, or the PDF version was 1.4 or earlier. The file was encrypted. Submit the bill again using a supported file type or enter the bill details directly.
   Resolve	Location is outside the restriction limit for Vendor dimension.	The vendor is restricted to a different location than the location where the bill was submitted. Change the location for the bill. If the bill was submitted to an entity that is restricted, delete the bill and resubmit to the correct entity.
   Resolve	Value for Allocation has been provided along with one or more Dimension Fields	The previous bill contained a line item with allocation. Update the allocation for the line item. If the previous bill included a custom allocation, Intacct does not copy the dimension values in the new draft bill. Edit the allocation to add dimension values.
   Resolve	Transaction total amount is required when using Inclusive tax	The previous bill for this vendor had more lines with inclusive tax than the submitted bill. This creates a bill with an amount of 0.

4. To review and update a bill, select Edit on that row.
5. Review bill details and edit them as necessary.

6. For companies that use the Taxes application, review the tax information and add Tax details.

   Review header-level tax information

   Verify the following fields for header-level tax information:

   • Transaction has tax implications
   • Tax solution
   • Inclusive tax
   Review line entry transaction tax and select tax details

   1. Verify the Transaction tax amounts for each line.
   2. Select the Tax details.

7. Select Post or Submit.

   The bill is updated and you are returned to the Bills list. Any corrections you made to AI populated fields are sent back to the machine learning system to improve future predictions.