About AP Automation setup

After AP Automation is enabled for you, it’s ready to use. You can view details about the configuration and refine settings for email services on the Configure Accounts Payable page, under Bill automation settings.

When processing incoming bills, Intacct needs to know:

• The level of line-item detail that you want to include in bills
• The default location to apply to line items only when AI/ML cannot predict the location

Each time you upload bills from the Bills list, Intacct prompts you for this information and applies it to the bills you upload together.

For bills sent by email, Intacct uses the Email services configuration in Bill Automation settings, on the Configure Accounts Payable page.

Line-item detail on bills

You choose the level of detail that you want Intacct to provide in draft bills. You can choose:

• A single line item that summarizes the total
• Multiple line items representing each line item in the bill, with the associated amounts

The default configuration for email services is to generate bills with a single line item that summarizes the total. If you are a Business user with admin privileges, you can change the line item detail in Configure Accounts Payable.

Default locations and how they apply to line items

For emailed bills, the default location is pre-defined in the setup and applies to all bills submitted by email. The default is determined as follows: 

• Top level: The first entity in your list of entities
• Entities: The first location for the entity, which is usually the same as the entity name

The default location is used only when AI/ML is not able to predict the location in line items. Incoming bills are always created as drafts for you to review, giving you the chance to edit details before you submit or post the bill.

Example

Say you have a new vendor that you added to Intacct last week. Today, the vendor submits a bill to the top-level email address you provided. Because bill is the first bill received from the vendor, Intacct uses your first entity, E100--Eastern Region, as the location for line items. When you review the bill, you correct the location to E300--Western Region before you submit or post.

As you continue to receive bills from the vendor and edit the location before you post, AI/ML learns your location coding patterns. Soon, AI/ML ignores the default and predicts the correct location for you.

Sage-provided email addresses

Before you submit a bill by email, you need the right email address to use. You can view the list of email addresses in the Email services configuration.

Intacct provides email addresses for your company top level and each entity. Select the email address based on where you want the draft bill created. For example, if you want the bill to be created at the top level with an entity as a location, email the bill to the address assigned to the top level.