About AP Automation with Purchasing

AP Automation with Purchasing helps automate the creation of Purchasing transactions from vendor invoices and other vendor documents. Using artificial intelligence (AI) and machine learning (ML), Sage Intacct analyzes uploaded and emailed documents, extracts key information, attempts to identify the correct vendor, and creates draft transactions for your review.

You can configure AP Automation with Purchasing to process transactions with document matching, without document matching, or both. When document matching is enabled, Sage Intacct attempts to match incoming vendor documents to existing Purchasing transactions before creating the draft transaction.

How it works

Instead of manually entering and converting Purchasing transactions, you submit vendor documents for automated processing by uploading them or emailing them to a Sage-provisioned mailbox. Sage Intacct analyzes the document, creates a draft transaction, and attaches the original vendor document for reference.

The draft transaction is populated using information from the vendor document, transaction definitions, AI predictions, and, when applicable, matched Purchasing transactions. After reviewing the draft transaction, you can make corrections and either save, submit, or post the transaction.

Reviewing automated transactions

All automated transactions are created as drafts so that you remain in control of the final transaction. During review, you can verify vendor information, review line items and amounts, and compare the transaction to the attached vendor document before posting.

If necessary, you can make changes before completing the transaction. For example, you can:

  • Change the matched Purchasing transaction.

  • Change the transaction definition used to create the draft transaction.

  • Move the transaction to Accounts Payable if it does not belong in the Purchasing workflow.

  • Resolve import exceptions and correct missing or incorrect information.

Accuracy improves over time

Machine learning improves transaction predictions and matching accuracy over time by learning from transaction activity and user corrections. As you review, correct, and post transactions, Sage Intacct uses that feedback to improve future predictions.

Although automation can significantly reduce manual data entry, you should continue to review draft transactions and validate important details before posting.

Before you begin

Before you can process vendor documents automatically, you must configure AP Automation with Purchasing and define the transaction mappings that determine how incoming documents are processed. Depending on your workflow, you might also need to update transaction definitions so that they meet the requirements for automated processing.

After configuration is complete, you can begin uploading or emailing vendor documents and reviewing the draft transactions that Sage Intacct creates.