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Incoming Documents

Form ID: (AP301100)

You use this form to submit a document for recognition, review a recognized document, and convert a validated document to an AP document. You can open this form in one of the following ways:

  • From the Incoming Documents (AP301110) mass-processing form by clicking the link in the Summary column of the needed line
  • From the Acumatica add-in for Outlook by clicking View Document for an email with a recognized attachment
  • From the Bills and Adjustments (AP301000) form by opening an existing AP document that the system created with the recognized data and clicking View Source Document on the More menu

Recognition accuracy depends on the quality, language, size, and complexity of the submitted file. Because recognition is performed by the model and tools provided by a third party, complete accuracy cannot be guaranteed.

  • For best results, use files with the en-us locale. For example, invoice dates are more likely to be recognized in the MM/DD/YYYY format. Files in other locales may also be recognized successfully, but this behavior is not guaranteed.
  • To improve recognition results, avoid large PDF files of more than 10 MB, because recognition quality may decrease as document size and complexity increase.
The form is available if the AP Document Recognition Service feature is enabled on the Enable/Disable Features (CS100000) form.

Back to TopForm Toolbar
 

The form toolbar includes the buttons described below.

Button Description
Recognize Starts the recognition process for the uploaded PDF file. The button appears on the form after a PDF file was dragged or uploaded (using the Files menu on the form title bar) to the Preview area (right pane).
If the recognition process failed or was interrupted (for example, due to an unstable internet connection), the system assigns the uploaded document the Error status. You click the Recognize button again and the system restarts the recognition process.
Search Vendor Starts searching for a vendor by its email address for the recognized document.
For details, see AP Documents from PDFs: Search for a Vendor by Email Address.
Open Duplicate Document Opens the current form with the recognized PDF file that duplicates the one that you have uploaded as a new draft. The button appears on the form if the uploaded PDF file was processed by the system at least once before. You can proceed with further processing of the already-recognized document or start the recognition process once again for the new draft.
Save and Continue Saves the recognition results and opens the Bills and Adjustments (AP301000) form with a new AP document with the On Hold status and populated with the recognized data.
Open Document Opens the Bills and Adjustments (AP301000) form with the existing AP document that the system has created by using the recognized data.
View History Opens the History dialog box with the details of failed recognition attempts of the document. You can pass this information to a support engineer to help investigate the failure.
The button appears on the form if the document has the Error status in the Status box.

Back to TopSummary Area (Left Pane)
 

The area includes the minimum settings that are required for creating an AP document; you can modify the values filled in by the system during the recognition.

Element Description
Status The status of the document, which can be one of the following:
  • Pending Recognition: The PDF file has been uploaded to the system and is ready for recognition.
    		• If an uploaded PDF file exceeds 50 pages, a warning message indicating the potential failure of document recognition will appear next to the box.
  • In Progress: Recognition of the uploaded PDF file is in progress.
  • Recognized: Recognition has been completed successfully, and the recognized data is ready for validation.
  • Error: Recognition has not been completed for some reason.
  • Processed: The system has created the AP document by using the recognized data and saved it in the system.
Type The type of the document. The following types are available:
  • Bill: The current document represents an invoice issued by the vendor or service provider for goods sold or services provided. For details, see Processing AP Bills.
  • Credit Adj.: The current document has been entered for a vendor document that adjusts the credit amount in one or more previous documents. For details, see Processing Debit and Credit Adjustments
  • Debit Adj.: This document has been created for a vendor document that adjusts the debit amount in one or more previous documents. For details, see Processing Debit and Credit Adjustments.
  • Prepayment: The document has been created for a vendor request for prepayment. For details, see Bill Prepayments: General Information. A prepayment can also be created for a purchase order if the order should be paid for on the delivery of goods.
Vendor The vendor referred to in the document.
The list of values may be restricted based on the current branch. You can select a vendor whose settings permit the use of the branch selected in this document—that is, a vendor for which the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).
Location The vendor location associated with the purchase.
Branch The branch specified in the document.
As the default value in this box, the system inserts either of the following branches:
  1. The branch specified in the Default Branch box on the Incoming Mail Processing tab of the Email Accounts (SM204002) form. If this branch is specified, the system inserts it and searches no further.
    		2.  The system does not use the specified branch if at least one of the following conditions is met:
  2. If the default branch on the Email Accounts (SM204002) form is not specified, the branch under which the user is signed in to the system.
  3. If the document is related to a project, and the document branch differs from the project branch, you cannot save the document when both of the following are true on the Projects Preferences (PM101000) form:
    • Branch in Project Documents: Use Project Branch
    • Block Doc. Processing on Branch Mismatch: Selected
When you click Save and Continue on the toolbar of the current form, the system generates an AP bill from the recognized document on the Bills and Adjustments (AP301000) form; also, the selected branch is inserted both in the Branch column on the Details tab for the document lines and in the Branch box on the Financial tab for the document.
Date The recognized date of the document, which can be changed. The system uses the date to determine the posting period for the AP document to be created.
Due Date The date when payment for the document is due, in accordance with the vendor’s credit terms.
Vendor Ref. The document’s original reference number, as assigned by the vendor.
Description A description for this document. If the description is not recognized by the system, you can manually enter a description.
Detail Total The total of the document’s details, as specified in the table.
Amount The recognized amount of the document.

Back to TopPreview Area (Right Pane)
 

This area shows a preview of the document uploaded to the system for recognition.

Back to TopTable (Bottom Pane)
 

This table lists any detail lines of the recognized document.

The table toolbar includes the buttons described below.

Button Description
Clear Table Deletes all the rows in the table.
Link PO Line Opens the Link Line dialog box, so that you can link the recognized line you have selected (by clicking it before clicking this button) to a line of a purchase order of the Normal, Drop-Ship, or Project Drop-Ship typewith the Open or Completed status or a released purchase receipt of the vendor. The available lines depend on the state of the Allow AP Bill Before Receipt check box on the Purchase Settings tab of the Vendors (AP303000) form and the Other tab of the Purchase Orders (PO301000) form as follows:
  • Selected: You can link the line to open or completed purchase order lines.
  • Cleared: You can link the line to lines of released purchase receipts.
The button is available for AP bills—that is, documents for which the Bill option is selected in the Type box.
Link Subcontract Opens the Link Subcontract Line dialog box, in which you can select a line of the subcontract that corresponds to the recognized line.
The button is available if the Construction and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.
Mapping Options Opens a menu with the following commands:
  • Update Column Mapping: Initiates table mapping mode so that mapping can be updated for a particular column if the system has mapped the values for the column incorrectly.
  • Add Columns: Initiates table mapping mode so that columns can be mapped from another table if the table of a recognized document was split into multiple tables by columns (that is, it had a column break).
The Update Column Mapping command is not available if you or the system have mapped one of the following to the table cells:
  • A value outside the table with the document details in the Preview area.
  • Values from multiple tables with the document details in the Preview area.
  • Values from different rows of the table with the document details in the Preview area were mapped into one row.
Exit Table Mapping Saves the added data and exits table mapping mode.
Column Description
Alternate ID The unique identifier, as maintained by the vendor, of the particular item or service delivered by the vendor.
When you map the vendor’s identifier of an inventory item to the Alternate ID column for the corresponding record, the system searches for the inventory item by the alternate ID and adds the item’s identifier to the Inventory ID column if the item is found.
If the system cannot find an inventory ID associated with the specified alternate ID, you can manually select the correct inventory ID for the record. In this case, when you save the recognized document on the Bills and Adjustments (AP301000) form, the system adds a record for the inventory item about the alternate ID on the Cross-Reference tab of the Stock Items (IN202500) or Non-Stock Items (IN202000) form. The cross-reference is added with the Vendor Part Number type and the corresponding vendor identifier.
Inventory ID The identifier of the particular item or service delivered by the vendor.
Transaction Descr. A recognized description relevant to the transaction.
Quantity The quantity of the item or service delivered by the vendor, expressed in the unit of measure specified in the UOM column.
UOM The unit of measure for the item.
Unit Cost The unit cost of the item or service received from the vendor.
Ext. Cost The extended cost of the item or service, which should be the unit price multiplied by the quantity.
Project The project associated with the recognized line.
If a purchase order line or subcontract line is linked to the recognized line, the system copies the project from the linked line. If no line is linked to the recognized line, you can specify the project manually.
The column is available if the Projects and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.
Project Task The project task associated with the recognized line.
If a purchase order line or subcontract line is linked to the recognized line, the system copies the project task from the linked line. If no line is linked to the recognized line, you can select the project task manually.
The column is available if the Projects and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.
Cost Code The cost code associated with the recognized line.
If a purchase order line or subcontract line is linked to the recognized line, the system copies the cost code from the linked line. If no line is linked to the recognized line, you can specify the cost code manually.
The column is available if the Cost Codes and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.
PO Number The identifier of the linked purchase order of the Normal, Drop-Ship, or Project Drop-Ship type. The system searches for the applicable purchase order and adds the order number (if one is found) during the recognition. You can click Link PO Line on the table toolbar to search for the purchase order and link its line to the recognized line.
The functionality is available for AP bills, that is the Bill option is selected in the Type box.
PO Line The number of the purchase order line that is linked to the recognized line. The system copies the project information (project, project task, and cost code) from this line to the recognized line.
PO Receipt Nbr. The identifier of the linked purchase receipt. The system searches for the applicable purchase receipt and adds the receipt number (if one is found) during the recognition.
The functionality is available for AP bills—that is, if the Bill option is selected in the Type box.
Subcontract Nbr. The number of the linked subcontract. The system searches for the applicable subcontract and adds the corresponding number (if one is found) during the recognition. You can click Link Subcontract on the table toolbar to search for the subcontract and link its line to the recognized line.
The column is available if the Construction and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.
Subcontract Line The number of the subcontract line that is linked to the recognized line. The system copies the project information (project, project task, and cost code) from the subcontract line to the recognized line.
The column is available if the Construction and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.

By using the Link Line dialog box, you can select a line of a purchase order of the Normal, Drop-Ship, or Project Drop-Ship type with the Open or Completed status or released purchase receipt that you want to link to the recognized line of the AP document. The Link Line dialog box has a Selection area and a table.

Element Description
Order Nbr. The reference number of the purchase order from which you want to select a line. Select an order number if you want to view lines from only a particular purchase order.
Inventory ID The inventory ID specified in the recognized line.
UOM The UOM specified in the recognized line.
Selected Mode The type of the document that will be linked to the recognized line of the AP document. You can select one of the following options:
  • Purchase Order: The table contains available purchase orders.
  • Purchase Receipt: The table contains available purchase receipts.
The default option in this box depends on the state of the Allow AP Bill Before Receipt check box for the vendor on the Vendors (AP303000) form:
  • Selected: The system selects Purchase Order for all stock and non-stock items.
  • Cleared: The system selects Purchase Receipt for the following items:
    • Stock items
    • Non-stock items that have the Require Receipt check box selected on the Non-Stock Items (IN202000) form.
    • Non-stock items with the cleared Require Receipt check box on the Non-Stock Items (IN202000) form if one of the following check boxes is selected on the Inventory Preferences (IN101000) form:
      • Process Service Lines from Normal Purchase Orders via Purchase Receipts
      • Process Service Lines from Drop-Ship Purchase Orders via Purchase Receipts
      For items with different settings, the system selects Purchase Order.
The dialog box also has a table with the following columns.
Included An unlabeled check box that you select to link this purchase order line to the recognized line.
Order Nbr. The reference number of the purchase order whose line should be linked to the recognized line.
Type The type of the purchase order.
Project The project associated with the purchase order line.The column is available if the Projects and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.
Project Task The project task associated with the purchase order line.The column is available if the Projects and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.
Cost Code The cost code associated with the purchase order line.The column is available if the Cost Codes and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.
Vendor Ref. The original reference number that the vendor assigned to the document.
Warehouse The warehouse to receive the item specified in the purchase order line.
Currency The currency used in the purchase order.
Order Qty. The quantity of the item in the purchase order line.
Ext. Cost The extended cost of the item specified in the purchase order line.
Unbilled Qty. The quantity of the purchase order line that has not yet been billed.
Line Description The description provided in the purchase order line.
The dialog box has the following buttons.
Save Links the selected purchase order line to the recognized line of the AP document.
Cancel Closes the dialog box without linking any lines.

By using the Link Subcontract Line dialog box, you can select a line of a subcontract that you want to link to the recognized line of the AP document. You can narrow the selection of lines by selecting a specific subcontract. The Link Subcontract Line dialog box has a Selection area and a table.

Element Description
Subcontract Nbr. The reference number of the subcontract from which you want to select a line. Select a subcontract number if you want to view lines from only a particular subcontract.
Inventory ID The inventory ID specified in the recognized line.
UOM The UOM specified in the recognized line.
The dialog box also has a table with the following columns.
Included An unlabeled check box that you select to link this subcontract line to the recognized line.
Subcontract Nbr. The reference number of the subcontract.
Warehouse The warehouse to receive the item specified in the subcontract line.
Currency The currency used in the subcontract.
Project The project associated with the subcontract line.
The column is available if the Projects and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.
Project Task The project task associated with the subcontract line.
The column is available if the Projects and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.
Cost Code The cost code associated with the subcontract line.
The column is available if the Cost Codes and Recognition of Project-Related Documents features are enabled on the Enable/Disable Features (CS100000) form.
Unbilled Qty. The quantity of the subcontract line that has not yet been billed.
Line Description The description provided in the subcontract line.
The dialog box has the following buttons.
Save Links the selected subcontract line to the recognized line of the AP document.
Cancel Closes the dialog box without linking any lines.