Convert Drafts to New Invoice Records in Payables

Note: Don't see this yet? This feature is in Limited Availability (LA) and is releasing in waves. During the LA, we'll review and implement participant feedback to prepare for general availability.

After you generate an invoice draft, you can convert the draft to a new invoice record, then continue with the invoice processing workflows that you have today. This results in a faster, more accurate and user-friendly experience that reduces manual data entry and minimizes errors.

Tip: If you've already created invoices for existing vendors, save time by copying a previous invoice. If you choose to copy, a message informs you that specific field values extracted during the generate process will be overwritten.

Tip: For a deeper dive, including the powerful AI technology behind the scenes, scan our Document Intelligence for Payables - tutorial and Document Intelligence for Payables - FAQs.

1. From Payables, Invoices, under Generated drafts, from an existing draft's menu, select Convert draft to invoice.

   Tip: When you choose to convert from a draft's menu, you can review and make any updates before converting. This is especially helpful when a draft's status is Take action. Otherwise, if the status is Ready to convert, you can move forward from the context menu or select the checkbox next to one or more drafts to convert individually or in bulk.

2. From the Add invoice screen, you'll see pre-populated values were added for you based on the draft. These include requestor, invoice number and date, description, due date, purchase order number, date created, and created by. You can update these values at any time.

   Uploaded invoices are also attached for a quick preview.

   Tip: Review the generated data carefully. Vendor record details that default into the new invoice may differ from details on the uploaded invoice.

3. Choose an approval status.

4. Under Distributions, enter invoice distribution details.

5. Select an interfund set to balance accounts if the debit and credit accounts aren’t in the same fund.

6. Determine whether to distribute discounts to invoice expense accounts instead of the default discount account.

7. Under Payment details, decide on a payment schedule and select a payment method, such as bank draft or credit card.

   • For Remit to, select the vendor address who receives the payment.

   • For Paid from, select the bank account that sends the payment.

   • When you select to hold payment, the payment hold displays on the invoice record.

   • When you choose to create a separate payment, the invoice is sent as a single payment to the vendor.

8. Under 1099s, if this invoice is associated with a 1099 vendor, enter relevant details.

9. Under Credit memos, enter applicable credit memo details.

10. Under Discounts, enter a percent or amount if the vendor offers a reduction for early payment.

    Enter an expiration date as the last date a payment must be received in order to qualify for a discount.

11. Add custom fields as necessary.

12. Choose how to proceed.

    Note that after you convert, drafts are removed from the Generated drafts tab and appear as existing invoices under the Standard tab.

    • Save and new - Saves and converts the draft to a new invoice record, then immediately opens a screen where you can add a new standard invoice (where Document Intelligence is not used).

    • Save - Saves and converts the draft to a new invoice record. You return to the Generated drafts tab.

    • Save and new from draft - Saves and converts the draft to a new invoice record, then immediately opens the next draft in the list.

Copy Previous Invoice

Copying previous invoices is helpful if you create numerous, similar invoices for a vendor. This saves time and promotes a more efficient workflow.

When you add an invoice for an existing vendor, you can select to copy from a list of previous invoices (or search for one).

If you choose to copy, a message informs you that specific field values extracted when you generated the draft will be overwritten.

Warning: The invoice date, due date, and invoice number details don't copy from the previous invoice.