Creating AI-Assisted Classic Payment Application Business Process Records (Cloud Only)

Using AI, you can upload an invoice in PDF format to auto-populate the Upper Form and line items in a classic Payment Application BP record.

Benefits
  • Reduces repetitive human error.
  • Accelerates invoice processing and payment application cycle times.
  • Enables you to focus on higher-value activities.

Limitations

The following limitations apply:

  • General Spends and Summary Payment Applications are not supported.
  • Only fields that are supported and mapped will be filled automatically.
  • Poorly formatted or incomplete invoices may populate partially or fail.
  • Out-of-scope field types will not be populated by the AI.
Prerequisites

Invoice data can be extracted only if:

  • Your administrator has enabled AI extraction for the Payment Application business process (BP) in the project or shell.
  • You have Create permission in the BP workflow setup.
  • Invoices with a standard industry payment application format are supported.
  • Only invoices of maximum two pages in length can be uploaded which includes:
    • A one-page summary and a continuation sheet containing a schedule of values with line items and description columns.
    • The invoice date, and a vendor number.
    • The invoice is less than 25 MB, not password-protected, and must be uploaded as a PDF.

Procedure

To upload an Invoice PDF and auto-populate a classic Payment Application BP record using AI extraction:

  1. Go to the relevant project or shell, and switch to User mode.
  2. In the left Navigator, select Logs, and then select the Payment Applications.
  3. From the Payment Application BP log (right pane) toolbar, select Create from PDF, and then select the relevant workflow.
  4. In the Create New Payment Application page:
    1. In the Reference Commit field, select the applicable contract using type-ahead or the picker.
    2. To upload the invoice, drag-and-drop the invoice PDF.
  5. To initiate data extraction from the invoice PDF, select Continue.
  6. View the progress modal while the AI processes the document (about 15 seconds).
  7. After processing is complete, review the populated Upper Form and line items in the Detail Form.
    • Ensure the populated fields match the actual invoice.

      Note:

      During invoice processing, Large Language Models (LLMs) extract data using a semantic match to populate matched editable fields in the Upper Form and Detail Form of the Payment Application BP record. Therefore, it is recommended that you review and update the BP record (as necessary), to ensure data element label consistency and editability is aligned with the invoice format.
    • Check the Invoice Date, Vendor Number, Scheduled Value, Descriptions, and so on.
    • Check whether the correct Effective date is applied from the scanned invoice.

      In a default configuration, the Effective Date data element (uuu_effective_date) on the line items determines the month in which the Payment Application is plotted into Actuals in the Cash Flow module. In the Payment Application design, the Effective Date on the line items is auto-populated from the same data element on the Upper Form. During invoice processing, the header page is scanned, and dates identified on the scanned invoice are used to populate dates on the Upper Form, prior to the line items being added. To ensure that the correct date is applied, ensure that the desired date from the scanned invoices is accounted for in the Upper Form Effective Date calculation or formula.

      For example, consider a scanned invoice containing fields for To Date as well as an Invoice Date. If the To Date field represents the month of the incurred cost, it is recommended that a corresponding To Date data element is added to the Payment Application Create Step Form, and that Effective Date contains a formula referencing the To Date data element.

  8. Make any manual corrections as needed.
  9. Submit or save the Payment Application record in the usual workflow.
    The scanned invoice PDF will be attached to the record for audit and reference.