Accounting professionals and business owners are constantly seeking ways to streamline operations and minimize errors. Many are turning to technology such as Acumatica’s AP Document Recognition. It’s a game-changing feature, built into the Acumatica ERP suite of financial tools that automate the recognition and processing of vendor invoices. Whether you’re an experienced accountant or a busy business owner, this innovative tool can save you valuable time, effort, and mistakes.
What is Acumatica AP Document Recognition?
Why Your Business Needs Acumatica AP Document Recognition
Getting Started with Acumatica AP Document Recognition
Need Help with Acumatica?
What is Acumatica AP Document Recognition?
Acumatica’s AP Document Recognition tool is designed to recognize attached vendor invoices and automatically create AP bills with just one click. This feature, released in Acumatica 2020 R2, eliminates the need for all that manual data entry, reducing errors, and speeding up your accounts payable process. It helps with:
- Efficiency: Automates data entry, allowing you to focus on more strategic tasks.
- Accuracy: Reduces human error, ensuring your financial records are precise.
- Timesaving: Processes invoices quickly, freeing up your time for other important activities.
- Integration: Seamlessly integrates with your existing Acumatica system.
Why Your Business Needs Acumatica AP Document Recognition
Implementing Acumatica AP Document Recognition within your organization brings several tangible benefits that directly translate to improved business performance. By automating the invoice processing workflow, this feature ensures that your accounts payable operations run smoothly and efficiently. Reduced manual data entry not only decreases the likelihood of errors but also saves significant amounts of time previously spent on monotonous tasks, allowing your team to concentrate on strategic financial planning and analysis.
Moreover, the accuracy facilitated by Acumatica AP Document Recognition means you can trust your financial reports and make well-informed business decisions. Minimizing discrepancies in your records leads to more reliable outcomes during audits and financial reviews, enhancing compliance and reducing the risk of regulatory fines. Additionally, the seamless integration with your existing Acumatica ERP system ensures that you can leverage all functionalities without disrupting your current processes, thereby providing a unified and cohesive user experience.
In an era where efficiency, precision, and speed are critical to maintaining competitive advantage, leveraging advanced automation tools like Acumatica AP Document Recognition becomes indispensable. By embracing this technology, businesses can streamline their financial operations, minimize costs associated with manual processing, and ultimately drive growth and profitability.
Getting Started with Acumatica AP Document Recognition
Step 1: Activating AP Document Recognition
To start using this powerful feature, first ensure that it is activated. Navigate to the Enable/Disable Features screen in Acumatica ERP and enable the Document Recognition Service. This step connects your system to the external document recognition service and unlocks new forms and options for incoming documents.
Step 2: New Forms for Incoming Documents
Once activated, Acumatica introduces two new forms:
- Incoming Documents (AP3011PL): Lists all records created via document recognition.
- Incoming Documents (AP301100): Used to submit, review, and validate recognized documents before converting them into AP documents.
Step 3: Submitting Incoming Documents for Recognition
You can submit invoices for recognition in three ways:
- Download a PDF Attachment:
- Drag the PDF file into the Preview area of the Incoming Documents (AP301100)
- Click Recognize on the toolbar. The document will initially display a Pending Recognition Once successfully recognized, the status will change to Recognized, and the recognized values will populate the form fields.
- Use the Add-in for Outlook:
- Open the Acumatica add-in for an email containing a PDF attachment.
- Click Create AP Document. Once recognized, the View Document button will appear for the processed email.
- Use a System Email:
- Set up a dedicated system email account to receive invoices.
- Configure the mailbox to automatically submit PDF attachments for recognition by selecting the Submit to Incoming Documents
Step 4: Validating Recognized Documents
After recognition, it’s essential to validate the document:
- Open the document with a Recognized status in the Incoming Documents form.
- Ensure all fields in the Summary and Details areas are correctly populated.
- If necessary, map recognized values to the appropriate fields manually.
- Once validated, click Save and Continue to convert the document into an Acumatica AP document. The newly created AP document will appear in the Bills and Adjustments (AP301000) form with an On Hold status, complete with the original PDF attached.
Need Help with Acumatica?
If you encounter any challenges setting up or using AP Document Recognition, don’t hesitate to contact us. As an Acumatica Gold Certified Partner, we have extensive experience implementing and optimizing the ERP system for businesses of all sizes and industries.
Acumatica AP Document Recognition is not just a feature; it’s a revolutionary tool that can significantly enhance your accounting workflow. By reducing manual data entry, minimizing errors, and saving time, it allows you to focus on what truly matters—growing your business.
So why wait? Start using Acumatica AP Document Recognition and experience the countless benefits it brings to your business today! We are committed to helping you succeed with Acumatica ERP. Contact us today to learn more about how Acumatica can transform your organization’s financial processes.
By CAL Business Solutions, Connecticut Acumatica and Microsoft Dynamics GP / 365 BC Partner, www.calszone.com
