Recognizing AP Documents from PDFs

With the digital document flow in place, your company receives invoices from vendors as PDF files attached to emails, and accountants have to manually enter AP bills based on those invoices into the system. The manual entry of these invoices is a time-consuming operation, and errors could be made during the manual entry.

In Acumatica ERP, you can set up automatic recognition of documents attached to incoming emails so that users can create AP documents from these recognized documents with a single click.

In the topics of this chapter, you will find information about configuring document recognition and creating AP documents from PDF files.

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AP Documents from PDFs: General Information

You can configure the system to automatically recognize invoices attached to incoming emails and to give users the ability to manually submit PDF files for recognition. With these capabilities, users can create AP documents from these recognized documents with a single click.

AP Documents from PDFs: Recognition of Purchase Orders in Bill Lines

If your organization uses the purchase order functionality in business processes, you may need to establish a link between the lines of the recognized bill and the lines of the respective purchase order in the system.

AP Documents from PDFs: Recognition of Project-Related Data

For project-related expenses, your company may receive PDF invoices attached to email. Manually entering the related AP bills may be time-consuming, especially if your company is managing numerous projects at a time.

AP Documents from PDFs: Detail Mapping

In most cases, an invoice from a vendor has details—a list of items to be purchased, which is usually printed as a table.

AP Documents from PDFs: Search for a Vendor by Email Address

If automatic PDF submission for recognition is configured in your system for a system email account on the Email Accounts (SM204002) form, the system processes all incoming emails and submits any PDF attachment for recognition. The recognition results can be then reviewed on the Incoming Documents (AP301100) form.

AP Documents from PDFs: Implementation Checklist

The following sections provide details you can use to ensure that the system is configured properly for recognizing AP documents from PDF files, and to understand (and change, if needed) the settings that affect the processing workflow.

AP Documents from PDFs: Process Activity

The following activity will walk you through the process of creating an AP bill from a PDF file.

Recognizing AP Documents from PDFs

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With the digital document flow in place, your company receives invoices from vendors as PDF files attached to emails, and accountants have to manually enter AP bills based on those invoices into the system. The manual entry of these invoices is a time-consuming operation, and errors could be made during the manual entry.[anchor|#p_hr4_njv_vxb]{br}

In Acumatica ERP, you can set up automatic recognition of documents attached to incoming emails so that users can create AP documents from these recognized documents with a single click.[anchor|#p_ir4_njv_vxb]{br}

In the topics of this chapter, you will find information about configuring document recognition and creating AP documents from PDF files.
==In This Chapter{nestedtopics}==
*[HelpRoot_AccountsPayable\Finance_Recognizing_AP_Documents_From_PDF_GeneralInfo|AP Documents from PDFs: General Information]
*:You can configure the system to automatically recognize invoices attached to incoming emails and to give users the ability to manually submit PDF files for recognition. With these capabilities, users can create AP documents from these recognized documents with a single click.
*[HelpRoot_AccountsPayable\Finance_Recognizing_AP_Documents_from_PDF_POLinks|AP Documents from PDFs: Recognition of Purchase Orders in Bill Lines]
*:If your organization uses the purchase order functionality in business processes, you may need to establish a link between the lines of the recognized bill and the lines of the respective purchase order in the system.
*[HelpRoot_AccountsPayable\Finance_Recognizing_AP_Documents_From_PDF_ProjectDocs|AP Documents from PDFs: Recognition of Project-Related Data]
*:For project-related expenses, your company may receive PDF invoices attached to email. Manually entering the related AP bills may be time-consuming, especially if your company is managing numerous projects at a time.
*[HelpRoot_AccountsPayable\Finance_Recognizing_AP_Documents_from_PDF_Table_Mapping_Mode|AP Documents from PDFs: Detail Mapping]
*:In most cases, an invoice from a vendor has details—a list of items to be purchased, which is usually printed as a table.
*[HelpRoot_AccountsPayable\Finance_Recognizing_AP_Documents_From_PDF_Search_for_Vendor_Concept|AP Documents from PDFs: Search for a Vendor by Email Address]
*:If automatic PDF submission for recognition is configured in your system for a system email account on the [HelpRoot_FormReference\SM_20_40_02|Email Accounts] ([~/?ScreenId=SM204002|SM204002]) form, the system processes all incoming emails and submits any PDF attachment for recognition. The recognition results can be then reviewed on the [HelpRoot_FormReference\AP_30_11_00|Incoming Documents] ([~/?ScreenId=AP301100|AP301100]) form.
*[HelpRoot_AccountsPayable\Finance_Recognizing_AP_Documents_From_PDF_Implem_Checklist|AP Documents from PDFs: Implementation Checklist]
*:The following sections provide details you can use to ensure that the system is configured properly for recognizing AP documents from PDF files, and to understand (and change, if needed) the settings that affect the processing workflow.
*[HelpRoot_AccountsPayable\Finance_Recognizing_AP_Documents_from_PDF_Activity|AP Documents from PDFs: Process Activity]
*:The following activity will walk you through the process of creating an AP bill from a PDF file.