One of the features released in Acumatica 2020 R2, and my personal favorite, is Automated AP Documentation. With the advent of Artificial Intelligence (AI) and Machine Learning (ML), the technology is ripe for business applications. AI recognizes information, context, and patterns while ML uses advanced statistical models and analytical techniques make better predictions over time.
The capability for bill recognition allows businesses to import PDF documents, from files or email attachments, and automatically turn them into AP documents. This function saves you from entering the bill manually and reduces time and expenses on AP.
There are 3 ways to use this feature to create AP documents.
The first method is to manually submit the PDF for recognition. In Payables > Incoming Documents (AP301100), you can drag the PDF file from you computer into the Preview area (right pane) of the form. You can then click Recognize on the toolbar. Once the document is successfully recognized, the system fills in the settings in the Summary area and the Details area (bottom) of the form with the recognized values.
The second method is to create a system email account, such as AP@yourcompany.com, for the mailbox that receives emails with invoices. On the Incoming Mail Processing tab of the form (SM204002), you activate incoming mail processing and select the Submit to Incoming Documents check box on the tab. In this case, all incoming emails in the mailbox are processed and any PDF attachment that is found is automatically submitted for recognition. You can then view the recognized documents on the Incoming Documents form.
The third method is to use the Create AP Document function in the Acumatica add-in for Outlook. On an email with a PDF attachment, click the button in the add-in to submit it for recognition. You can then view the recognized document on the Incoming Documents form.
To enable AP Document Recognition, you’ll need the Document Recognition license applied to your Acumatica ERP instance. Give us a call if you want to find out more.
Eric.