Turn invoices into NetSuite vendor bills, with a person approving every post.Review, approve, post. Each bill once. AP Automation gives an accounts payable team one queue for incoming invoices. Drop an invoice file and Erstan drafts the bill: vendor, dates, currency, total and expense lines, matched to your NetSuite vendors and accounts. A clerk corrects what needs correcting and marks the bill ready. Posting is always attended. A clerk selects ready bills and Erstan checks each one against NetSuite: the vendor is active, the period is open, the reference is not already used, the lines add up, and the person posting is allowed to post it. Bills that fail are left out with the reason written on them. The rest appear on one approval card. After approval Erstan creates each vendor bill under the clerk’s own NetSuite authorisation, reads it back and records the NetSuite id. Your data stays in three Databases your AP managers own: the queue clerks work in, a copy of NetSuite reference data, and the settings only managers can change. Two background Automations keep the reference data current and follow up on anything left unfinished. This release creates vendor bills only. It does not create vendors, change vendor bank details or create payments, and it does not post bills that name a purchase order. Posting stays off until an AP manager completes the readiness checklist on the App’s Setup screen. See the guide Set up AP Automation in the Erstan documentation. Business area: Accounts Payable · Type: App Built for: AP clerk, AP manager, Controller
Data and resources
- Bills (Database table): Every bill in the queue, with its state and the reasons it needs a person. Created with this installation in AP Queue.
- Bill corrections (Database table): Lets a clerk correct a bill and mark it ready or void. It cannot write posting results.
- Documents (Database table): One record per invoice file, with what was read from it.
- Exceptions (Database table): What Erstan could not settle by itself. A person resolves each one.
- Vendors (Database table): A copy of your NetSuite vendors, kept current by AP Sync. Read only.
- Expense accounts (Database table): A copy of your NetSuite expense accounts. Read only.
- Currencies (Database table): A copy of your NetSuite currencies. Read only.
- Subsidiaries (Database table): A copy of your NetSuite subsidiaries. Read only.
- Departments, classes and locations (Database table): A copy of your NetSuite segments. Read only.
- Background status (Database table): When AP Sync and AP Sweep last ran, and what they found.
- Settings (Database table): Posting settings, limits and the readiness checklist. Only AP managers can save.
- Vendor aliases (Database table): Vendor names as they appear on invoices. Only AP managers can save.
- Check and post (Tool action): Starts AP Posting as the person who clicked. The approval is the card on that run.
- Invoice drop zone (Tool action): Saves a dropped file into the App’s inbox folder, which starts AP Intake.
- View preferences (App state): Your last view, the runs you started and the files you added.
Included Agents
- AP Posting.
- AP Intake — triggers:
file.created. - AP Sync.
- AP Sweep.