POs, shipping notices and invoices

The three operational inboxes in Accounts Payable follow the cycle of each order: issuance, shipment and invoice.

Purchase orders

The listing for accounting, with search and filters by status and supplier. It's the reference against which shipments and invoices are validated.

Shipping notices (ASN)

When the supplier ships, the notice appears in this inbox with carrier, tracking number, estimated date and quantities per item. It can include attachments such as a delivery note or packing list.

Invoices

Invoices arrive uploaded by the supplier from their portal: they upload the PDF, the AI extracts the number, dates, tax IDs, items, withholdings and totals, and the system validates the document (in Argentina against ARCA/AFIP) and performs the three-way match invoice ↔ PO ↔ ASN.

• When rejecting, the reason is mandatory and opens a conversation with the supplier.

• The differences from the three-way match (quantities, prices) are flagged so you can decide based on data.

Correct amounts

If the amounts the AI read don't add up to the invoice total, or the line items don't add up to the net amount (typically a tax read as a product), the invoice detail shows a warning and the Correct amounts button. There you adjust the breakdown (taxable net, non-taxable, exempt, VAT by rate and other taxes) against the PDF and mark the line items that are not products or services to remove them. It only saves if the breakdown adds up to the invoice total.

• Before sending it for approval (Submitted) you can also correct the total.

• Under review, approved or paid, it can only be corrected if it doesn't add up or is missing the VAT rate, and the total and line items stay fixed: they are what the approval chain saw or signed. Correct the breakdown so it adds up to that total.

• Once it has been loaded into the ERP it can no longer be corrected.

• It is available for Argentine invoices.