AP Doc recognition service question

Hi ​@Harry ,

To answer your question about PO linkage, in general, the system links invoice lines to POs/receipts during recognition by:

• recognizing the vendor and line-level alternate IDs (vendor item numbers) and specifying related Inventory ID,
• retrieving candidate POs for each line, comparing the PO numbers to those recognized in PO (if any)
• validating the candidate PO line (same vendor/location, PO type and status, and that the PO has a suitable billable line for the same item with the appropriate quantity/unbilled rules),
• and then populating the PO Number (and PO Receipt Nbr. when billing is based on receipts and the receipt line can be identified uniquely).

The system will only auto-link when there is a single eligible PO/receipt line left after validation; if multiple options exist, they will be shown in the Link Line dialog box so the user can select the correct one.

However, there are known issues currently affecting some of these scenarios that may explain the behavior you're experiencing:

1. If the Allow Bill Before Receipt checkbox is CLEARED for the vendor, the system will not automatically link a non-stock item (that does not require receipts) to the PO.

2. Scenario 3 in the table, If the Allow Bill Before Receipt checkbox is SELECTED for the vendor, and the PO line status is Completed, the system will not link the line to the PO. 

We fixed these issues in 26R1. See the Improved Recognition of AP Bills section in the Inventory and Order Management: Changes to Processing of Vendor Bills topic of the Release notes.

hi ​@vshashkova ,

Thank you for detailed explanation. Have helped me a lot. However in case of multiple POs, how would the user know which PO to match with the invoice? Also in case if a receipt is generated, can I put a limitation to only get match if the receipt is 100% complete. Reason being I am assuming as of now it is considering the PO qty and not receipt qty.

​@Harry In most cases, the system can identify the correct PO based on the PO number recognized from the bill. So the user usually does not need to choose manually.

A situation with multiple matching POs can happen only if:

• several POs were created with the same items for the same vendor, and
• no PO number was recognized from the bill
• OR there are multiple lines with the same item in the same PO

In that case, the system cannot reliably decide, so the user will need to select the correct PO manually based on PO details provided in the Link Line dialog box, since they have more context from the vendor than the system. 

Regarding your second question, currently there is no option to restrict matching only when the receipt is 100% complete. Could you please explain your process in more detail? Is it that the bill can be created before the full quantity is received at the warehouse, but you would prefer not to match it to the PO until the receipt is 100% complete? At the same time, you still want to record the bill in the system earlier. 

Just in case you haven’t seen it, we have help articles for the process as well: https://help.acumatica.com/(W(79))/Help?ScreenId=ShowWiki&pageid=60cc8708-d072-4f93-9dab-b18267ba6f03