Email or Upload Vendor Bill Files Into NetSuite Using Bill Capture

Using Bill Capture, you can email or upload vendor bill files to create NetSuite vendor bills. This feature minimizes the data entry effort and reduces manual errors and inconsistencies that can occur when entering vendor bills. NetSuite also learns from user corrections, making better suggestions with time.

Important:

Bill Capture can be provisioned separately or as part of AP Automation. For more information, see Prerequisites for Bill Capture.

The Bill Capture email capability is implemented through the Transaction Email Capture SuiteApp. This is delivered as a SuiteApp, and is provisioned as part of Bill Capture or AP Automation. For more information, see Transaction Email Capture SuiteApp.

To use Bill Capture, save your vendor bill in one of the approved file formats (PDF, JPEG, and PNG) and either upload or email it. For more information about the email capability, see Transaction Email Capture SuiteApp.

The file will appear on the Scanned Vendor Bills page. Bill Capture uses ML technology that scans vendor bills and provides either matches or suggestions that can be reviewed. The suggestions rely on matches with NetSuite records, such as vendors, items, and purchase orders. Having accurate and up-to-date records allows you to best leverage Bill Capture. After reviewing the scanned information on the Review Scanned Bill page, a bill can be created and then processed as you would any other NetSuite vendor bill. Any NetSuite functionality setup in your account at the time of bill creation will continue to take place, such as 3-Way-Match, approval workflows, and SuiteApprovals. These are not part of the Bill Capture feature and are not affected by it.

Bill Capture supports partial billing. Purchase orders are closed when fully billed, and purchase order lines that have been billed separately are tracked.

Bill Capture supports Bill in Advance of Receipt. Bill capture will match with existing Purchase Orders that are pending to be billed. Whether an item receipt is needed is dependent on account preferences.

Bill Capture uses Oracle Cloud Document Understanding for Optical Character Recognition (OCR). For more information, see Oracle Cloud Infrastructure Document Understanding.

To access the Scanned Vendor Bills page, go to Transactions > Payables > Scanned Vendor Bills. If you are tasked with processing scanned vendor bills, your Reminders portlet on the Home page (setup as Received Vendor Bill for Review) provides a link to the bills that require processing.

Watch the following help video for information about uploading vendor bills using Bill Capture.

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