AP Automation Overview

AP Automation is available to all customers operating in US Dollars. To activate the features, please send an email to licensing@accountingseed.com.

Overview

The AP Automation features introduce automation in the Accounts Payable process, making it easier for you to bring your Payables into the system, plan and prioritize their payment, as well as automatically distribute payments to your Vendors upon approval using various payment methods. Our partner in the Payment Services integration is Edenred Pay. 

AP Automation includes three main features:

Email to Payable is an easier way to create Payables using a Salesforce email service. When your Vendor emails you an Invoice, a Payable is automatically created. The enhanced Payable record detail page uses the Advanced Line Manager to display the email attachment in a carousel to help with easier data entry.

Payment Proposals help you search for, prioritize and plan your spending with a simple interface. As a business, some of these pain points may be familiar:

• Many invoices to pay and it is not always simple to find what and when to pay using list views.
• Ensuring that you pay by the early pay date to receive your discount can also be difficult when you are dealing with several Vendors with different payment terms.  
• Pay functionality using a list view is difficult due to its 200 record limit and inability to view a total of selected items.
• In order to take advantage of Credit Memos, they must be applied to one or more Payables first before payment can be made, and this is a time-consuming process.
• There is no straightforward way to send a proposed payment batch for approval.

These pain points, and more, have been addressed by introducing Payment Proposals. You are now able to easily search for your Invoices and Credit Memos using robust search capabilities. The Advanced Search leverages Salesforce reports so you can set up your filter criteria exactly as you like. Additionally, you can easily add your Payables and Credit Memos, displaying a running total so that you can manage your spending. With a Salesforce approval process set up, you can send this off as a batch for approval. Once approved, the automation picks it up for further payment processing, creating the Cash Disbursements and applying them and any Credit Memos to the Payables. In addition, the Cash Disbursements will automatically be created in a way that allows their application records (AP Disbursements) to post transactions to the General Ledger.

Payment Services enables you to easily pay your Vendors using Virtual Cards, ACH and Check payment methods. This feature picks up from the Payment Proposals automation, which creates and applies the Cash Disbursements to the Payables. When the Cash Disbursements are posted, this is when the Payment Services automation kicks in, processing the payment to your Vendor based upon their preferred payment method. You can also pay any one-off Payables using Payment Services on the existing Pay Payable user interface.

Note: Click here to view the above image in full screen. 

Onboarding Note

Accounting Seed’s Customer Experience team will assist with onboarding so that this is a smooth process. Edenred Pay’s Enablement Team will assist you during onboarding, by reaching out to your Vendors to ensure that their information is complete.

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Spring '24 Release

Release Notes and Schedule

This article was new with the Spring '24 release.