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:

The Bill Capture email capability is implemented through the Transaction Email Capture SuiteApp. 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 uploaded or emailed file appears on the Scanned Vendor Bills page. Bill Capture leverages Oracle Cloud Infrastructure (OCI) Document Understanding Custom Generative Model to intelligently extract key values from your vendor bills. For more information about this service, see Creating a Custom Generative Model V2.0 (New). Using this large multimodal model (LMM), Bill Capture is able to extract information from complex invoice formats, such as those with multiple columns, mixed content types, and unstructured or free-text layouts. A 'Built with Llama' notification is displayed in the top-right corner of the Review Scanned Bill page.

The suggestions rely on matches with NetSuite records, such as vendors, items, and purchase orders. Having accurate and up-to-date records enables you to best leverage Bill Capture. After reviewing the scanned details 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.

If a bill was created using Bill Capture, this is indicated in System Notes for the bill (Bill > System Information subtab > System Notes). The file that was uploaded through Bill Capture can be viewed in a split view next to the created bill. Updating or removing the file in the bill record won't affect the file displayed in split view. The split view for bills is implemented through the Transaction Email Capture SuiteApp. Only roles who can access the Review Scanned Bill page can view the uploaded file in the generated bill. For more information about required permissions, see Prerequisites for Bill Capture.

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 based on your account preferences.

To access the Scanned Vendor Bills page, go to Transactions > Payables > Scanned Vendor Bills.

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

Note:

To learn more about the generative AI models, see the SuiteAnswers article LLM Mapping for Generative AI Features. Be aware that you must be logged in to NetSuite to access articles in SuiteAnswers.

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