Submit AP supplier invoices by email using AP Automation

AP Automation creates draft AP supplier invoices from supplier documents that you email to your Sage-provisioned email address.

You can forward AP supplier invoices in any of the following ways:

• Forward supplier emails that include AP supplier invoices as attachments.

• Send a single email with multiple AP supplier invoices attached.

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

Find your Sage-provisioned email address

When AP Automation is enabled, Sage email addresses are set up for you to use when submitting AP supplier invoices by email. You are assigned a unique email address for the top level, plus one for each entity. These addresses are not editable.

1. Go to Accounts Payable > Setup > Configuration.

   If you have a multi-entity company, view Configuration from the top level to see AP supplier invoice automation settings.

2. Under AP supplier invoice automation settings, select Configure next to Email services.

   The Configure Email Services pop-up window opens, showing the list of entities, their default locations, and their provisioned mailboxes. Copy the email address from the Mailbox column for the entity you want to use.

Email an AP supplier invoice for automatic draft creation

1. Forward supplier emails containing AP supplier invoice attachments to the Sage-provisioned email address for the appropriate entity.

   You can forward AP supplier invoices one by one, or forward a single email with multiple AP supplier invoices attached.

   When addressing the email, include a single email address in the To: field and leave the CC: field empty. If you include more than one email address, Sage Intacct will not process the AP supplier invoice.

   Valid email attachments

   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
   Considerations when sending multiple AP supplier invoices in one email

   Be aware of the following limitations when forwarding a single email that contains multiple AP supplier invoice attachments.

   • Each AP supplier invoice must be a separate file.

   • The file name for each AP supplier invoice must be unique with the batch of AP supplier invoices.

   • The email can have a maximum of 200 attachments.

   • The size of email message and all attachments combined must be less than 40 MB.

   Determine your Sage-provided email address if you do not have admin privileges

   If you or another user used AP Automation to create drafts for this entity before, you can see your assigned email address in the recipient email column in the AP supplier invoices list.

   In a standard view, filter the Source column for Email. This filter shows AP supplier invoices created from forwarded AP supplier invoices.
   

   AP Automation email addresses use the following format.

   New customers and companies who have opted in for smart email capabilities will see the following format:

   Level	Email format	Example
   Entity	<company ID><entity ID>@ai.sage	Company ID: examplecorp Entity ID: E100 Entity email address: examplecorpe100@ai.sage.com
   Top level	<company ID>@ai.sage	Company ID: examplecorp Top level email address: examplecorp@ai.sage.com

   Existing customers who have not opted in for smart email capabilities will see the following format:

   Level	Email format	Example
   Entity	<company ID><entity ID>@sagemail	Company ID: examplecorp Entity ID: E100 Entity email address: examplecorpe100@sagemail.com
   Top level	<company ID>@sagemail	Company ID: examplecorp Top level email address: examplecorp@sagemail.com

   When determining your email address, do not include spaces or underscores, even if they are present in your company ID.

   Intacct might provision a different email address in one of the following circumstances:

   • If your company ID + entity ID matches an email address already in use

   • If you delete an entity and then recreate it using the same entity ID

   In these cases, Intacct appends an underscore and an incremental number (beginning with 2) at the end of the username.

2. To view drafts created from the emailed AP supplier invoices, go to Accounts Payable > All > AP supplier invoices in the entity where you emailed the AP supplier invoices.

   If you already have the AP supplier invoices list open, select Refresh to update the list. To filter the AP supplier invoices list for drafts, select the Draft AP supplier invoices standard view.

   Unlike uploaded AP supplier invoices, which appear in the list while Intacct is analyzing the content, emailed AP supplier invoices show up after analysis is complete. If you do not see your AP supplier invoices, you might need to allow a little time for Intacct to finish processing.

   About columns in the AP supplier invoices list that are specific to AP automation

   In standard views, the following columns provide more information about automatically generated AP supplier invoices:

   • Source: Shows whether the AP supplier invoice was created from an upload (through the AP supplier invoices list) or email. If this field is empty, the AP supplier 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 supplier invoice was sent.

   • Sender email: Shows the email address of the sender.

Next step: Review and post incoming AP supplier invoices from AP Automation

Configure how much detail to include in emailed AP supplier invoices

By default, Intacct summarizes the AP supplier invoice total on a single line when creating draft AP supplier invoices from emailed transactions. You can change the default if you want Sage Intacct to create AP supplier invoices with multiple line items that match the original supplier document.

1. Go to Accounts Payable > Setup > Configuration.

   If you have a multi-entity company, view Configuration from the top level to see AP supplier invoice automation settings.

2. Under AP supplier invoice automation settings, select Configure next to email services.

   The Configure email services pop-up window opens, showing the mailbox configuration and the rules you want Intacct to use when creating draft AP supplier invoices from emailed transactions.

3. For Generate each AP supplier invoice with, select the method you want Intacct to use.

   • A single line that summarizes the total: If the AP supplier invoice document contains multiple line items, Intacct creates a single line item in the draft AP supplier invoice. This line item contains the total of all line items in the AP supplier invoice document. This is the default setting.

   • All line items and associated amounts:Intacct creates a line item in the draft AP supplier invoice to match each line item present in the AP supplier invoice document.

4. Select Save in the Configure email services pop-up window.
5. Select Save in Configure Accounts Payable.