The working list of unposted purchase drafts that carry a scan or photo of the supplier's bill. Its buttons fill those drafts in from what was read off the bill.
When to use it
When bills have been attached to purchase entries but the entries are still blank or half typed, and you want the figures filled in instead of keying them again.
Before you start
- The AI document add-on has to be switched on for your workspace, and you need viewing rights on this screen. The chips across the top say what you personally may do here. Filling and reprocessing need update rights; without them the buttons refuse.
- The purchase drafts must already exist, with the bill file attached.
- Vendors need a PAN on their master. Vendors missing one are listed under "Vendors blocking backfill", with the count of entries they are holding up. Click the row to open that vendor.
Where to find it
AI > Document Pipeline.
How it works
- The tiles count every draft with a bill on it, one tile per state: clean empty drafts, ready (the bill has already been read), partially keyed, backfilled and in review, unbalanced, and failed. The filters narrow the list below, but the tiles always show the whole workspace.
- Dry run reports what a fill would do and changes nothing.
- Backfill N empty writes the stored reading into the empty drafts: the item lines, the VAT register line (bill number, both dates, PAN, taxable and VAT), and the header figures. The entries stay drafts. Nothing is posted, and nothing reaches your books at this point.
- Overwrite partially keyed does the same for drafts somebody has started typing into. Header values the bill carries replace what was keyed, and item lines are read again. A grid that already holds rows is kept, not doubled. The confirmation spells this out before it runs.
- Reprocess sends bills that were never read back to be read. This one costs money, roughly five cents a document, and the confirmation says so.
- Click a row to open the reading beside the draft. From there you can fill, overwrite or reprocess that single entry, preview the bill, and open the voucher itself.
- Later, when you open that voucher and save it, every figure you kept is recorded as accepted and every figure you changed as corrected. The Accuracy Ledger and Autonomy screens are built from that record, so careful reviewing is what earns the system more independence.
Tips and common mistakes
- Nothing on this screen posts. A filled entry is still a draft and still has to go through your normal approval and posting.
- Filling from a bill that has already been read is free. Reprocessing is not, so read the confirmation before agreeing to it.
- Unbalanced means the lines read off the bill do not add up to the total on the same bill. Open it and settle the figures before posting.
- A voucher dated in another fiscal year still appears here. The Open voucher button switches the year on the way in, and the confirmation tells you it is doing so.
- Fix the missing PANs first, then run the fill again. Those entries stay blocked until you do.