Key Information | Detail |
Purpose | To guide Admins/Superusers through customizing the AP Bill Form settings, defining mandatory compliance requirements, and setting default behaviors for bill creation. |
Prerequisites | You must have Admin/Superuser access or equivalent permissions to edit system settings. |
Overview: Optimize Your Accounts Payable (AP) Workflow
Optimizing your Accounts Payable (AP) workflow is crucial for financial control. By configuring your AP Bill settings, you can tailor the bill creation and submission process to meet your business needs, improving accuracy and compliance.
This configuration allows you to choose between Two-Way Matching and Three-Way Matching and set specific invoice requirements to ensure data integrity.
Step-by-Step Guide: Accessing and Customizing the AP Bill Form
1. Access the Settings
Click the Settings gear icon located in the bottom-left corner of your Procurify domain's main navigation menu.
Locate the Customization section.
Click Customize AP Bill form.
2. Configure Compliance and Matching Settings
These controls manage the strictness of your bill submission process, ensuring financial compliance and data accuracy. Toggle ON or OFF the intended options.
Setting | Function (When ON) | Key Impact |
Disable bill submission with unreceived items | Enforces 3-Way Matching. Prevents AP users from submitting a bill until all associated Purchase Order (PO) items are marked as Received. | Increases Control: Ensures you only pay for goods and services that have been officially verified as received. Recommended for strict inventory control. |
Require invoice number | Makes the Invoice Number field mandatory for all bill submissions. The bill cannot be submitted without a value in this field. | Improves Traceability & Compliance: Ensures every bill is compliant with standard accounting practices and easily searchable and auditable. Best Practice. |
Understanding 2-Way vs. 3-Way Matching:
3-Way Matching (Verified): When the "Disable bill submission with unreceived items" setting is ON, AP users can only create and submit bills for received items/quantities. This matches the PO, the Invoice, and the Receipt of Goods.
2-Way Matching (Flexible): When this setting is OFF, AP users can create and submit bills for unreceived items/quantities. This matches only the PO and the Invoice, offering flexibility for specific transaction types or urgent payments.
3. Configure Default Data Handling
These settings influence how data is automatically processed when matching an invoice to a PO, promoting consistency.
Setting | Function (When ON) | Key Impact |
Use PO item name as default | Automatically uses the standardized Item Name from the Purchase Order (PO) for the line item on the bill, overriding the name that may appear on the actual invoice. | Standardizes Data: Ensures consistent reporting and naming conventions across all financial records. |
Use received quantity as default cost | Calculates the billable amount (cost) for a line item based only on the quantity that has been received, regardless of the total quantity on the invoice/PO. | Controls Cost: Reduces payment risk by defaulting the payment amount to the verified, received quantity. |
Disable auto-match for invoice and PO items | Turns off Procurify's automated line-item matching. AP users must manually match every line item from the invoice to the PO. | Increases Control: Recommended for complex invoices or scenarios where automatic matching might be unreliable or require a human check. |
Summary of Key Takeaways
To enforce mandatory receiving (a 3-Way Match), toggle Disable bill submission with unreceived items ON.
Enabling Require invoice number is a fundamental best practice for financial compliance and internal tracking.
The Default Data Handling settings are designed to enforce data consistency in your financial records, regardless of the vendor's invoice formatting.
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