Settings

Written by Uday Kumar Updated

Overview

In the Settings step, you choose which SmartVendor features to enable for your AP Invoices instance and how invoice documents should be interpreted and written to your ERP/System of Record (SoR).
(See Figure 1.)

Figure 1. Settings Step – AP Invoices

Before configuring, review what each option does and why you might enable it.

Configuration

Select at least one to continue.

Turn on AP Invoices

Select this checkbox to activate AP Invoices automation for invoice documents received through your configured channels (email, upload, etc.). This is the core feature for:

  • Ingesting invoice files

  • Extracting key fields and line‑level data

  • Applying validation rules and checklists

  • Writing vendor bills to your ERP/SoR

AP Invoices must be turned on for any of the remaining settings to take effect.

Figure 2. Turn on AP Invoices

File Types

Choose the document formats SmartVendor should treat as eligible invoice files.

  • PDF
    Select this to allow PDF invoices.

  • Images (JPG, JPEG, TIF, TIFF, PNG, BMP, WEBP, GIF)
    Select this to allow image‑based invoices (for example, scanned invoices or photos).

  • Word (DOC, DOCX)
    Select this to accept Microsoft Word invoices.

  • XLS

  • XLSX
    Select these to accept Excel‑based invoices.

  • CSV
    Select this to accept comma‑separated invoice files.

Only selected file types will be ingested and processed as invoice documents.

Figure 3. File Types

Write to SoR

Configure how SmartVendor writes vendor bills (invoices) to your ERP/SoR.

  • Collaborative Mode
    Review all documents before writing to SoR. Choose this if your team wants to review, edit, and approve invoice details prior to posting.

  • Autonomous
    Write all documents classified as vendor bills without requiring user review, once they pass checklist and validation rules. Recommended for mature, high‑confidence automation environments.

  • Configurable at Vendor Level
    By default, require review for all documents and allow users to enroll specific vendors into autonomous mode. This lets you gradually expand autonomous posting as confidence grows.

Figure 4. Write to SoR

Invoice Due Dates

Control how due dates are derived for vendor bills.

  • Extract from invoice only
    Use only the due date recognized on the invoice document. If a due date is missing or not readable, the bill will be left without a due date.

  • Extract first and auto generate if not available
    Use the due date from the invoice when present. If none is provided, SmartVendor will auto‑generate a due date based on your configuration (for example, a set number of days from invoice date).

  • Not Required
    Do not require a due date. Use this only if your ERP or downstream process does not depend on due dates.

Figure 5. Invoice Due Dates

Invoice Service Period

Define how the service period (start and end dates) should be set on invoices, when applicable.

  • Extract from invoice only
    Use only the service period details recognized on the invoice document.

  • Extract first and auto generate if not available
    Use the service period from the invoice when present. If missing, SmartVendor will auto‑generate a service period (for example, using the invoice date for both start and end).

  • Not Required
    Service period is not required for your process or ERP records.

Figure 6. Invoice Service Period

Payment Terms

Control how payment terms are populated on vendor bills.

  • Extract from invoice only
    Use only the payment terms recognized on the invoice document.

  • Extract first and auto generate if not available
    Use invoice payment terms when present. If missing, SmartVendor will auto‑generate terms (for example, by applying a configured default).

  • Use Default Vendor Setting from SoR
    Ignore invoice‑level terms and instead use the default payment terms from the ERP vendor record. Recommended if ERP vendor master is the source of truth.

  • Not Required
    Do not require payment terms.

Figure 7. Payment Terms

PO Configuration

Set how purchase order details are handled for PO‑backed invoices.

  • Max decimal allowed in quantity and price
    Enter the maximum number of decimal places allowed for quantity and unit price on PO lines. This helps align bill lines with ERP precision.

  • Auto calculate amount as price × quantity
    Select this checkbox to have SmartVendor calculate the line amount automatically using the recognized price and quantity.

  • Auto calculate price as amount ÷ quantity
    Select this checkbox to have SmartVendor derive the unit price from the recognized line amount and quantity.

These settings help reduce common rounding and mismatch issues between invoice lines and PO lines.

Figure 8. PO Configuration

Allow Fuzzy Matching

Control how strictly SmartVendor matches invoice lines to POs.

  • Yes
    Allow flexible (“fuzzy”) matching for PO line details (for example, minor description or quantity differences). This can improve match rates when invoices do not perfectly mirror POs.

  • No
    Require strict matching. This is recommended in environments with tight matching and audit requirements.

Figure 9. Allow Fuzzy Matching

Supplier Contracts

  • Required
    Require a supplier contract reference for applicable invoices before they are written to SoR.

  • Not Required
    Do not require a contract reference. Use this if contracts are optional or not applicable.

Figure 10. Supplier Contracts

Prepaid

  • Required
    Flag or enforce handling for prepaid invoices, if they must follow a specific coding or process in your ERP.

  • Not Required
    Prepaid treatment is not required or is handled outside SmartVendor.

Figure 11. Prepaid

Tax Treatment

Define how tax is represented when SmartVendor writes bills to your ERP.

  • Tax does not need to be written from Auditoria to SoR
    Use this if tax is calculated or applied entirely within the ERP or another downstream system.

  • Tax should be written from header level and no line level tax should be created
    Use this when your ERP expects tax at the header level only, with no separate tax lines at the line level.

  • Tax should be written from the line level and we should create a line for the tax
    Use this when your ERP expects line‑level tax or a dedicated tax line item representing the total tax.

Choose the option that matches your ERP’s standard tax configuration.

Figure 12. Tax Treatment

Translate Vendor Bill Line Descriptions into English

  • Required
    Select this to have SmartVendor translate non‑English line descriptions into English before writing to SoR. This is helpful for global operations where AP teams work in English.

  • Not Required
    Leave descriptions in their original language.

Figure 13. Translate Vendor Bill Line Descriptions into English

Date Format

Choose the default date interpretation pattern for invoice dates.

  • MM/DD/YYYY
    Example: 01/13/2025

  • DD/MM/YYYY
    Example: 13/01/2025

  • DD‑MMM‑YYYY
    Example: 13‑Jan‑2025

This setting helps SmartVendor correctly interpret date fields when multiple formats are possible.

Figure 14. Date Format

Multiple Bills in One Attachment

Control how SmartVendor processes attachments that contain more than one invoice (for example, multi‑page PDFs).

  • Write extraction pages only
    Only pages identified as containing bill content are written. Extra pages (covers, marketing content, etc.) are ignored.

  • Write all pages
    Treat all pages in the attachment as part of the invoice or invoices. Use this if your documents are consistently formatted and every page is relevant.

Figure 15. Multiple Bills in One Attachments

Override values of all PO‑driven Fields from PO

Select this checkbox to force SmartVendor to override invoice‑provided values for PO‑driven fields (such as quantity, price, or tax codes) with values from the PO in the ERP.

This is recommended when:

  • The PO is considered the source of truth, and

  • You want to prevent vendor-side changes from being applied without manual review.

  • This is only available for a limited header and line fields

Figure 16. Override PO.driven fields from PO

At the bottom of the Settings screen, you will see navigation buttons:

  • Previous – Click to return to the previous step if you need to review or change earlier settings.

  • Continue – Click to proceed to the next step after you have finished configuring your settings.