Review and post incoming e-invoices

Related information

Related topics

• E-Invoicing for France
• Set up E-Invoicing and E-Reporting
• Create an e-invoice
• View the status of a sent e-invoice
• Review and post incoming e-invoices

E-Invoicing functions seamlessly, with or without AP Automation. When an e-invoice arrives, its status displays as Analyzing while the file is being processed, then transitions to Draft for user review and posting. The primary distinction lies in data populating.

• Without AP Automation: Intacct extracts core e-invoicing data, such as vendor, amount, and date, into the bill.

• With AP Automation: Intacct extracts e-invoicing data and leverages AI to auto-populate predicted accounting dimensions, including GL accounts, locations, and tax details.

Review received e-invoices

Incoming e-invoices appear as draft transactions in the Automated transactions list.

1. Switch to your French entity.

2. Go to Accounts Payable > All > Automated transactions.

3. On the View menu, select Drafts.
4. Find the bill you want to review and select Edit at the end of the row.
5. Review bill details and edit them as necessary.

Receive an e-invoice with Other PA

If you have subscribed to AP Automation, you can upload a UBL file that you received from your service provider.

1. Do one of the following:

   1. Go to Accounts Payable > All > Automated transactions.

   2. Select Upload, and navigate to the UBL file you have received.

   or

   • Forward vendor emails that include UBL files as attachments.

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

2. On the View menu, select Drafts.
3. Find the bill you want to review and select Edit at the end of the row.
4. Review bill details and edit them as necessary.

Approve an e-invoice

The approval process for e-invoices is the same as the approval process for regular bills. The e-invoice goes through the normal approval workflow, if previously configured.

1. Go to Accounts Payable > All > Automated transactions.

2. Find the transaction you want to approve.

   Select Edit at the end of the row.

3. Assign the relevant GL account and tax details for each line entry.

4. Select Show summary to calculate transaction tax.

5. Select Draft to save your changes or Post to accept the e-invoice.

Dispute an e-invoice

1. Go to Accounts Payable > All > Automated transactions.

2. Select Edit for the transaction to approve.
3. Select Dispute.
4. Select the dispute reason and enter a dispute note.

5. Select Dispute.

   This information is sent to the e-invoice sender.

Refuse an e-invoice

1. Go to Accounts Payable > All > Automated transactions.

2. Select Edit for the transaction to approve.
3. Select Refuse.
4. Select the refusal reason and enter a refusal note.

5. Select Refuse.

   This information is sent to the e-invoice sender.

The transaction remains in Draft state when an e-invoice is refused. No user action is required.

View the status of a received e-invoice

As the e-invoice moves through the process, the status of the e-invoice is updated. You can view the status in an individual e-invoice or on the list of e-invoices, if Sage PA is your service provider.

1. Do one of the following:

   • Go to Accounts Payable > All > Automated transactions.

     The status is shown in the E-invoice status column.

   • Go to Accounts Payable > All > Automated transactions and open the invoice.

     The status is shown in the E-invoice status field on the invoice.

     The e-invoice status isn't available in Order Entry.

2. If necessary, refresh the page to update the status.

E-invoice status descriptions