1     AP Automation Home Page

When installed, the application’s home page contains all invoices that have been uploaded or created directly within the app. 

Invoice Creation
Selection of “+ New Invoice” will create new invoice fields for user population.

Selection of New Invoice with attachment icon will immediately prompt user for an attachment

Invoice List

The various fields will be populated upon auto create from the Invoice library or can be populated manually.

 Invoice Header Fields

• Attachment
  Displays attachment in new browser window

• Invoice Number
  Text field.  This will integrate with the Description on the GP payables transaction. Required.

• Date
  Date field.  Dependent on your selection of integration date, this may integrate with the Doc. Date field on the GP payables transaction. Required.

• Amount
  Currency field.  This will integrate with the purchase amount on the GP payables transaction. Required.

• Allocation Template
  Drop down of available templates as configured in the In App Templates page. Not Required.

• Vendor
  This will be a live lookup to the Vendors in the GP database that the application is configured for. Required.

 Line Item Fields

• New Allocation
  When selected the dropdowns for the configured categories will be populated with the corresponding category options configured

• New Invoice Match & New Receipt Match
  When selected available PO items for the selected vendor will be queried from GP and made available to the user to add to the invoice
  

Icons

1. Pencil – Edit. Gives the user the ability to edit an invoice
2. Arrow – Submit. This will submit to the workflow if configured or will integrate directly with GP if no workflow exists.
3. Trash Can – Deletes the invoice
4. Broken Paper Clip – Removes Attachment

Additional Tabs

Additional Details

• Invoice Description
  Displays text field.  Requirement is dependent on General Settings configuration

• Vendor Address
  Displays drop down menu of available vendor address if Vendor Address Functionality is enabled in General Settings.

• User Defined Fields
  Any configured user defined fields will be available in this tab

Notes

The Notes tab contains any comments made by any reviewers when workflow is leveraged.

• Invoice Description
  Displays text field.  Requirement is dependent on General Settings configuration

Audits

The Audit tab contains a record of the creation, workflow and changes to status.

Permissions

The Permissions tab shows all users that have access to an invoice and level of permissions granted.

 

Attachments

The Attachment tab allows additional supporting documents to be uploaded to an invoice.  Attachments can be updated after integration.  User will be notified if the attachment name is not unique to the SharePoint library it is saved in and will be prompted to rename.

ERP Details

The ERP Details tab contains the ERP type, ERP transaction number and transaction state.  Transaction State is a live look up to your erp.  Possible values are Processing, Paid and Not Found.