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Getting started with AP document recognition

Use AI to automatically check your inbox for supplier invoices and create them automatically 

AP document recognition is an AI-powered feature that detects supplier invoices pdfs in your email inbox and uses them to automatically generate AP documents.

This article will take you through connecting the feature to your email inbox, rebuild your search indexes to get your data ready, and then start creating AP bills.

Before you start, make sure you've turned on MYOB Acumatica's AI features.

Setting up your email account

We recommend that you use a dedicated mailbox (or a dedicated root folder in a mailbox) for supplier invoice emails.

  1. Go to Email Accounts (SM204002).
  2. Click the Account Name of the email account that you use to receive supplier bills.
  3. Open the Incoming Mail Processing tab.
  4. Select the Incoming Mail Processing and Submit Incoming Documents check boxes.

  5. Click Save to update your settings.

PDFs attached to any emails that come to that email address will now be automatically scanned into the system, ready to be process into AP documents.

Rebuilding your search indexes

AP document recognition relies on MYOB Acumatica's search indexes to match pdfs to suppliers and items. We recommend that you rebuild these indexes before you start using the feature:

  1. Go to Rebuild Full-Text Entity Index (SM209500)
  2. Click Process All.

A dialogue box appears, showing the progress of the rebuild.

Processing new AP supplier bills

As supplier bills come into your email inbox, they will be automatically recognised and added to the Incoming Documents screen (AP301110).

As supplier bills come in, check this screen regularly and process the bills to create AP documents.

  1. Go to Incoming Documents (AP301110).
    The Pending Processing tab shows, with a list of bills that have been automatically scanned from your email inbox.
  2. Click the PDF filename of a bill in the Summary column to open it.

    The PDF opens on the right, with automatically detected details on the left and below.


  3. Check that the detected information matches the pdf:
    • Make sure the detected Detail Total and Amount on the left match the actual pdf on the right.
    • Check the supplier, dates, supplier reference and other details are correct.
    • Compare the automatically detected detail lines at the bottom to those on the pdf, and make sure that they are correctly linked to your inventory items. Click a line in the table to highlight the line of the PDF it is matched to.
  4. If there are any errors, update the detected information:
    • If the supplier is incorrect or missing, either search for the correct one or click the pencil icon to create a new supplier.
    • If a detail line is incorrect, select it and then either manually update the table, or click a field on the pdf to update it with those details.
    • If detail lines have been missed, click Add Row to create a new line, then either map each field to the appropriate field on the pdf, or enter the details manually.
    • To match a detail line to an inventory item, click the Inventory ID column and select the item.
    There are a lot of ways to update the detected information. For more, see AP Documents from PDFs: Detail Mapping.
  5. Once you're ready to create the AP document, click Save and Continue.

You're done! The Bills and Adjustments screen opens on a new bill in the On Hold status, ready to be processed as usual. The Incoming Document record changes status to Processed.

More information

For more information on AP document recognition, see MYOB Acumatica Online Help: AP Documents from PDFs: General Information