Minimum Version Required: 26.08

Steps

Step-by-Step Workflows

1. Document Upload & Ingestion

Navigate to the AP IQ Dashboard.
Click the Upload button.
In the modal, select the Invoice Type (PO or Non-PO).

- Note: Non-PO workflows are exclusive to Encompass Financials.
Select the relevant Company and Location.
Select files from your local machine (Maximum 100 files per upload).
Click Upload to start the OCR processing.

2. Triaging Exceptions

Review the Exceptions pane on the AP IQ Dashboard for records requiring human intervention:

Accounts Missing: Expand the grid to assign the necessary GL Account and Dimension tags.
Total Mismatched: Expand the grid and adjust line "Diff" amounts until their sum matches the Header Total.
Vendor Missing (PO): Manually link the correct Vendor or Purchase Order.

- Note: For Non-PO imports, failure to match a vendor will cause the import to fail.

3. Pre-Coding Non-PO Invoices

Select an invoice on the AP IQ Dashboard.
Review the GL Distribution grid (NonPOPurchaseTrans) and the PDF preview.
Verify/add the Account, apply Dimension tags, and ensure the Diff values balance against the total.
Click Save or Approve.

4. PO 2-Way Matching & Variances

Select an invoice on the AP IQ Dashboard.
If the system flags a Quantity, Price, or Multi-Variance, review the mismatched lines against the linked PO.
Click Approve to push invoice data to the Purchase and confirm the record.

5. Multi-Level Approval & Finalization

The Tier 1 Approver reviews the PDF, GL coding, and tags on the dashboard and clicks Approve.
If the total exceeds their limit, the status updates to In Progress and escalates to the Tier 2 Approver.
Upon Final Approval, the system automatically creates a Confirmed Purchase and Balanced Journal Entry.

Status Definitions & Troubleshooting

Non-PO Statuses

Failed: File did not import correctly. Review PDF for corruption and re-upload.
Accounts Missing: Invoice imported, but line items lack accounts. Assign accounts/tags on the dashboard.
Total Mismatched: Header total does not equal the sum of lines. Adjust line amounts to balance.
Ready to Approve: Imported and validated; awaiting initial submission.
In Progress: Partially approved; awaiting higher-level authorization.

PO Statuses

PO Not Found: Could not find a matching PO. Manually link the correct PO on the dashboard.
Product Mismatch: Line item does not match linked PurchaseTrans info. Link the correct Product ID.
Quantity/Price Variance: Discrepancies detected. Review and submit for investigation/approval.
Auto Approved: Invoice matched the received Purchase precisely; no action needed.

File Preparation: AP IQ handles only a single vendor invoice per file. Break out files containing multiple invoices before uploading.
3-Way Reconciliation: To achieve strict comparison between the original PO, physical receipt, and invoice, enable the "Blind Receiving" flag for the specific Vendor.
Post-Approval Corrections: AP IQ handles creation and approval only. Corrections required after final approval must be performed using standard Encompass workflows.
Approval Routing: Remember that routing is determined by the Vendor's assigned Approval Team and the total invoice amount, not by GL accounts or dimensions.