Upload AP supplier invoices for automated processing

From the AP supplier invoices list, you can upload scanned AP supplier invoices and supplier-provided AP supplier invoice documents to have AP Automation create draft AP supplier invoices for you. Upload AP supplier invoices in batches to save time.

Subscription

Accounts Payable

AP Automation

Sage Cloud Services
User type

Business
Permissions

AP supplier invoices: List, View, Add
Restrictions

Restricted to companies that do not require HIPAA compliance.
  1. In the entity where you want the AP supplier invoices to be created, go to Accounts Payable > All > AP supplier invoices.

    You can upload AP supplier invoices at the entity level or the top level.

  2. Select Upload.

    The Upload AP supplier invoices pop-up window opens.

  3. Select the default Location to use if AI/ML cannot predict the location for an AP supplier invoice in this batch.

    Typically, AI/ML predicts the location for you. However, if you upload AP supplier invoices from a new supplier with no history, AI/ML uses the location you select here. After AI/ML learns your patterns, it predicts the location and ignores the Location selected during upload.

    Location is optional for single-entity companies.
  4. Choose how you want line items generated for the AP supplier invoices.

    To create detailed AP supplier invoices, select All line items and associated amounts. To create summarized AP supplier invoices, select A Single line item that summarizes the total.

  5. Drag and drop files on to the pop-up window to upload them or select Browse files to select them.

    You can save time by uploading up to 30 AP supplier invoices at once.

    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
    Intacct cannot process password-protected files.
  6. Select Create AP supplier invoices when you are done adding files.
  7. Select Refresh on the AP supplier invoices list to show the status of the uploaded AP supplier invoices.

    Intacct creates a AP supplier invoice for each file upload, with the uploaded file attached.

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

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

    To recheck the status of AP supplier invoices that were being analyzed, select Refresh again.

    If you do not see your AP supplier invoices, you might need to allow a little time for Intacct to finish processing. For AP supplier invoices that appear in the list but do not leave the Analyzing state for more than 2 hours, learn how to cancel processing.

    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