Accounts Payable Automation Overview

Note: This feature is part of the Certinia Early Adopter Program. This program is only available to a limited number of customers. For more information, contact your Customer Success Manager.

Accounts Payable Automation is a simple and effective way to streamline your invoicing process by allowing payable invoices to be created automatically by scanning invoice attachments from your vendors. By eliminating data entry and reducing errors, you can save time and cost while improving accuracy.

When an email is sent with an invoice attached, the invoice is automatically scanned and a Payable Invoice is created in Accounting.

To get started using Accounts Payable Automation, you must complete the email setup explained in Setting Up Email Service for Accounts Payable Automation.

What happens when a Vendor Emails an Invoice?

When an email is received with a vendor invoice attachment, the application uses Optical Character Recognition (OCR) technology to scan and extract all necessary information from invoices into a readable data format, JSON, eliminating manual data entry.

Once the scanned payable document is created, then Foundations sends the scanned payable document to Accounting which allows the process to automatically create a payable invoice if all the information on the scanned payable document is correct.

What happens if the Automatic Scanning Results in Errors?

If there are any scanning errors, then you can correct the errors in the Error Details field in the Scanned Payable Document tab.

Once the errors are corrected, you can create the payable invoice by clicking the Create Payable Invoice button from the Scanned Document Record page.

For more information on creating the payable invoice, see Creating a Payable Invoice from a Scanned Payable Document.

What happens if the Vendor email contains an invalid invoice?

If the vendor sends an email to the system's default email address, it verifies whether the invoice attached to the email is valid, processes the invoice, and creates a payable invoice. If the invoice is invalid, you will receive an email mentioning that the payable invoice cannot be generated because of the absence of a valid invoice.

Scanned Payable Documents

Clicking the Scanned Payable Documentstab displays the scanned payable documents home page where you can view a list of scanned payable documents matching specific criteria. More about the home page.

  • To view a specific list of records, click and select the relevant list view. Using ClassicClosed In the View section, select the list view you want from the drop-down list.
  • To manage your list view, click . Using ClassicClosed Use the Create New View and Edit options to manage your list views.
  • To view a record's details, click its name in the list.
  • You can edit some values directly from the list view. To edit a value, hover over the field until is displayed, then click the field. Press Enter to apply your edit, then click Save (shown below the list view). Using ClassicClosed Double-click the field, edit its value, then click Save.

The scanned payable document object is a core component of Foundations. Other Certinia applications use this object and add fields, buttons, and functionality to it.

Notes:

To create payable invoices automatically, you must ensure that the following permission set is assigned:

  • FDN - Manage Scanned Payable Document
  • Accounting - Payable Invoice - Save

For more information, contact your administrator.

Note: You can preview the invoice document associated with the scanned payable document. For more information, see Related Content.