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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 from the Incoming Documents (AP3011PL) inquiry form (either by clicking New Record on the form toolbar or by double-clicking any record listed in the table) or from the Acumatica add-in for Outlook by clicking View Document for an email with a recognized attachment.

The recognition service has the following limitations for the submitted files:

  • The locale of a file should be en-us. For example, the service will recognize invoice dates as MM/DD/YYYY.
  • The maximum file size is 10 MB. The limit applies for manual and automatic submission of a PDF file.
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 standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.

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 search for a vendor by its email address for a recognized document.
For details, see AP Documents from PDFs: Search for a Vendor by Email Address.
Open Duplicate Document Opens the current form in a pop-up window 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 an existing AP document created using the recognized data.
View History Opens the History dialog box with the details of failed recognition attempts of a document. You can pass this information to a support engineer to help with the failure investigation.
The button appears on the form for a document with the Error status in the Status box.

Back to TopSummary Area (Left Pane)
 

The area includes the minimum set of 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:
  • New: No PDF file has been submitted for recognition.
  • Pending Recognition: A 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 AP document created using the recognized data has been saved 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 a previous document (or multiple 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 a previous document (or multiple 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 also can 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.
By default, this box displays the current branch under which the user is signed in to the system, but you can override this setting.
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 date is used by the system to determine the posting period.
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 Details area.
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 TopDetails Area (Bottom Pane)
 

This table lists any detail lines of the recognized document.The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed 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 an open purchase order or a released purchase receipt of the vendor.
The button is available for AP bills—that is, documents for which the Bill option is selected in the Type box.
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 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 the system or you mapped to the table cells one of the following values:
  • 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 added data and exits table mapping mode.
Column Description
Alternate ID Optional. 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 Optional. The unique identifier of the particular item or service delivered by the vendor in the system.
Transaction Descr. Optional. A recognized description relevant to the transaction.
Quantity Optional. The quantity of the items or services of a particular type delivered by the vendor, expressed in the unit of measure specified in the UOM column.
UOM Optional. The unit of measure for the items.
Unit Cost Optional. The unit cost of the item or service received from the vendor.
Ext. Cost Optional. The extended cost of the item or service, which should be the unit price multiplied by the quantity.
PO Number Optional. The identifier of the linked purchase order. The system searches for the applicable purchase order and adds the order number (if one is found) during the recognition. You can click Link Line on the table toolbar to search for the order and link it.
The functionality is available for AP bills, that is the Bill option is selected in the Type box.
PO Receipt Nbr. Optional. 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. You can click Link Line on the table toolbar to search for the receipt and link it.
The functionality is available for AP bills—that is, if the Bill option is selected in the Type box.

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