This release makes AP Agent generally available. AP Agent reads every invoice that arrives in your AP Inbox and fills out the draft for you, so your AP team reviews invoices instead of typing them.
Highlights include:
AP Agent is now available: invoices emailed or dropped into the AP Inbox arrive as pre-filled drafts, with vendor, dates, totals and coded line items
Tax and fees now land only on the line items that are actually taxable, following your organization's allocation setting
When your vendor list has duplicates, AP Agent picks the vendor that has a contract with your hotel
Upload several invoices at once and track each one's progress in the AP Inbox, in both table and gallery views
Together, these updates take the manual data entry out of accounts payable while keeping every invoice under your team's review and approval.
AP Agent Is Now Available
Entering an invoice used to mean typing it in from scratch, or mapping each vendor's invoice layout before the old Extract tool could read it. AP Agent now reads each invoice as soon as it arrives and hands your team a draft that is already filled in.
Invoices emailed to your AP Inbox address or dragged and dropped into the AP Inbox are processed automatically. There is no Extract button and no vendor layout mapping.
AP Agent fills in the vendor, invoice number, invoice date, due date, invoice total and total tax and fees, plus each line item's description, amount, allocated tax and fees, and GL account.
A file that contains several invoices is split into separate drafts, so each one is read on its own.
Coding gets better as you go: each invoice your team codes and sends through becomes history AP Agent uses the next time that vendor bills the same items. Expect to spend a little more time on a vendor's first few invoices.
Every invoice is still yours to review. AP Agent never approves or posts an invoice, and never creates a vendor or contract on its own. Each invoice still goes through your normal review and approval workflow.
Invoices added by hand through Add Draft Invoice are not processed by AP Agent.
AP Agent is being turned on for accounts starting today. If you don't see the AP Agent column in your AP Inbox, contact your CS manager.
Tax and Fees Go Only to Taxable Line Items
AP Agent now reads more detail from every line on an invoice, including whether each line is taxable, and uses it to allocate tax and fees where they belong.
When an invoice marks some lines as taxable and others as not, tax and fees are spread only across the taxable lines. Non-taxable lines are left with no tax.
Your organization's Tax & Fees Allocation setting still decides how the amount is spread: proportionally (the default), evenly, all to the largest line, or not at all. For example, with Allocate Proportionally and 3 taxable lines out of 10, the full tax and fee amount is spread across those 3 lines.
When an invoice doesn't show which lines are taxable, tax and fees are allocated across the lines according to your setting, as they are today.
The allocation is a starting point. Your team can adjust tax and fees on any line before sending the invoice to approval.
The setting lives under Settings > AP Settings > General > AP Agent and applies to every property in your organization.
Smarter Vendor Matching When Your Vendor List Has Duplicates
Many organizations have more than one version of the same vendor in their vendor list. AP Agent now chooses the one that is set up for your hotel.
When several vendors could match an invoice, AP Agent picks the one that has a contract with the hotel the invoice is for.
If more than one of those vendors has a contract with that hotel, it picks the vendor with the most contracts.
Invoices are less likely to stop for vendor review just because a duplicate vendor was picked.
AP Agent still never creates a vendor or contract on its own. If it can't find a vendor with a contract for your hotel, the invoice waits for your team to review, as it does today.
Track Every Invoice as It Processes
Drop in a batch of invoices and you can now follow each one through to ready.
Each invoice you upload gets its own row in the AP Inbox, whether you drop them in together or one after another, so no upload replaces another while it's processing.
AP Agent statuses update on their own, without refreshing the page. A single invoice updates as soon as it's ready; when several are processing, the list refreshes on a short interval so it doesn't jump around while you work.
Gallery view now shows the same AP Agent statuses as table view, under each invoice thumbnail, and updates on its own too.