Product Documentation
Product Documentation
Distributors can often process hundreds to thousands of AP invoices per month. That adds up to countless hours spent matching the vendor invoice to the receipt of goods received to the original purchase order. With the Kodaris platform, you can automate the entire AP process from beginning to end, saving you time and overhead.
Kodaris AP Automation requires configuration that will be handled alongside our Implementation team, but once it’s up and running, customers experience close to 100% accuracy when matching vendor invoices to purchase orders.
The system will automatically gather and store invoices and purchase orders, match them using a combination of AI tooling and Kodaris business rules, and create an electronic file to send to your ERP so that the vendor invoice can be processed. While you have the option to manually review invoices and send files to your ERP, the system can handle the process autonomously.
When using the Kodaris AP Automation features, all you need is a sample invoice from each vendor whose invoices you want to automate. You can choose to automate the AP process for only one vendor, a few, or all of them—the choice is yours.
Gathering sample invoices can be done in a few ways. One way is to upload it to the Operations Portal. Another way is if you have a dedicated email inbox for AP (e.g., AP@xyzsupply.com) that vendors use to send invoices to you, you can set up a simple email forwarding rule to a dedicated email on the Kodaris platform so that the Kodaris platform can store a copy of the email and invoice documents.
Once Kodaris receives an invoice, the system will scan and map it to be able to use it in future automation. To read and map invoices, the Kodaris system uses a combination of AWS AI, Kodaris AI, and Kodaris’s patented Power Tooling technology.
Once invoices are properly captured in Kodaris, you will continue working with the Kodaris Implementation team to determine the best possible solution on how the Kodaris system will receive invoices on a regular basis to process.
You have the option to upload these manually to the Operations Portal, or you can set up an automated retrieval process, similar to the AP email inbox example listed in step one.
Once the initial configuration is complete, the system will automatically begin matching vendor invoices with purchase orders. It will use a series of Kodaris-based rules during the matching process to match on the purchase order number, purchase order totals and subtotals, and across line items for product number, quantity, and cost.
If needed, the AP Automation technology also applies the Kodaris Rules Engine to adjust matched invoices before sending them to the ERP. This means that the system can apply specific rules to the invoice. For example, it can apply early discounts across line items, auto adjust based on vendor, product, value, etc., manage add-ons, and mark up freight for Direct Ship Purchase Order customer billing.
After the system matches invoices to purchase orders and applies any rules, on occasion, there may be some invoices that it’s unable to precisely match. We call these exceptions. If this occurs, you will be able to view and manage the exceptions in the Operations Portal.
You can even set up filters in the Portal to sort between the matched and unmatched invoices so that you never overlook an unmatched invoice.
Once an invoice is successfully matched, the Kodaris system will automatically create an electronic file (e.g., XML BOD) to send to your ERP so that your ERP can process the payable record.
In your settings, you have the option to choose whether you want these files to automatically send to your ERP or if you’d prefer to manually send them.
Kodaris’s AP Automation feature automates the accounts payable process and limits manual intervention to save your team time and resources. Powered by AWS AI technology, Kodaris AI, and Kodaris’s patented Power Tooling technology, new capabilities and enhancements are always being added.
If you’re interested in leveraging AP Automation, contact your Kodaris Account Manager. If you’d like to learn how the Kodaris platform and AP Automation can support your business, contact us today to start a conversation.