Document Filter
We are introducing the Document filter feature in Guardian for AP. It prevents unnecessary invoices from entering the AP process by filtering them out beforehand. The feature supports both manual and automatic actions based on company-specific rules. Automatic removal and dispute actions use rule-specific email templates, making supplier communication easy. This reduces manual work, improves invoice quality, and keeps suppliers informed.
Document filter is activated to all Guardian for AP customers.
Key Capabilities
- Filter invoices based on duplicates or header data rules.
- Combine supplier data and location for more specific rules.
- Send optional email notifications when invoices are removed.
Status Graphs
Filtered
- Duplicates: Invoices identified as duplicates based on existing rules.
- Custom filters: Invoices filtered based on header data rules.
Manual Processing
- Waiting for manual action: Invoices filtered and stopped for manual action.
- Ready for processing: Invoices fixed and ready for AP processing.
- Disputed: Invoices disputed automatically or manually in Document filter.
Automatic Processing
- Waiting for automatic removal: Invoices scheduled for removal after selected delay.
- Waiting for automatic dispute: Invoices scheduled for dispute after selected delay.
Actions
- Invoices in the Document filter are fully editable to users with Manage received invoices user right so issues can be fixed if the user wants to process the invoice.
- User can send invoices to AP processing from any status in the Document filter, even if there is still an error.
- User can manually remove or dispute invoice in any status.
- Users can move invoices waiting for automatic action to manual handling to cancel the automatic action.
Rule Setup
In Data management > Documents filtering rules, users with Manage document filtering rules user right can:
- Define rule management parameters: name, category (used later in Insights), reason, priority, and inheritance.
- Define conditions for applying rules based on invoice duplicates, header data, and supplier data.
- Select actions:
- Automatic removal: Invoice moves to Removed status with selected removal reason.
- Automatic dispute: Invoice disputed with selected dispute reason.
- No automatic action: Invoice stops in manual queue.
- Set delay period for an automatic action (immediate to 30 days).
- Choose optional email templates for supplier notifications.
Rule Prioritization
All errors are shown on an invoice, but the action and email are taken based on the rule with the highest priority.
- Rules use a priority index from 0 to 1000.
- In case rules have the same priority index then duplicate rules ,override custom rules; removal overrides other actions; company-level rules override inherited rules.