Use this section as a quick reference for important AP Invoices terminology. Each key term below includes a concise definition to help you understand how AP Invoices works and how it relates to your ERP/System of Record (SoR).
AP Invoices (SmartVendor AP Invoices / P2P) – The Auditoria SmartVendor AP module that automates vendor invoice ingestion, review, validation, and write‑back as vendor bills into your ERP/System of Record (SoR). Replaces manual AP invoice entry and spreadsheet tracking with a controlled workflow.
Vendor Bill – The ERP/System of Record document representing a payable owed to a vendor. In AP Invoices, a validated invoice becomes a Vendor Bill when it is written to SoR (for example, a NetSuite Vendor Bill), often referred to as a “bill posted to ERP.”
Invoice (document) – The original source document sent by a vendor requesting payment, typically a PDF or image received via a SmartVendor AP mailbox or manual upload. AP Invoices extracts header and line data from this document before posting it as a vendor bill.
Invoice header (header fields) – The summary‑level invoice fields, such as vendor, invoice number, invoice date, due date, currency, total amount, tax, discounts, and payment terms, which AP Invoices extracts and validates prior to writing to the SoR.
Invoice line items (line fields) – The row‑level entries on an invoice describing what is being billed (item/description, quantity, unit price, amount, tax code, accounts, cost centers, etc.), which AP Invoices extracts, standardizes, and allows you to edit before posting to the SoR.
Write to SoR / Written to SoR – The operation that creates or updates a Vendor Bill in the ERP/System of Record from a processed invoice; once written to SoR, the document is considered posted as a vendor bill.
Document Written to SoR (
documentWrittenToSoR) – A boolean reporting flag that indicates whether a document processed by AP Invoices has successfully been written to the ERP/System of Record as a Vendor Bill (1 = written, 0 = not written).Document Classified as Invoice (
documentClassifiedAsInvoice) – An analytics flag indicating that a processed document is recognized and handled as an invoice (rather than a manual vendor bill or other type), used to separate true invoices from manually created vendor bills in reporting.SoR‑synced data – Master and transactional data synchronized from your ERP/System of Record (vendors, purchase orders, receipts, items, accounts, departments, locations, etc.) and used by AP Invoices for validation, matching, and coding.
SmartFlow (AP Invoices SmartFlow) – The configurable workflow definition that governs how documents from a specific mailbox or source are ingested, classified, extracted, validated, and routed in AP Invoices, including behaviors for write‑to‑SoR and treatment of fields such as freight.
Vendor Hints – Configuration rules that fine‑tune how AP Invoices recognizes and processes particular vendors’ invoices (for example, how invoice numbers are identified or how non‑standard layouts are interpreted), to improve vendor matching and extraction accuracy.
Data status (
data_status) – An internal status code representing the processing stage of a document in the AP Invoices pipeline, used in analytics to filter and calculate metrics across lifecycle stages (such as when documents become vendor bills).Document Vendor Bill (
documentVendorBill) – An analytics metric/flag identifying documents that qualify as vendor bills based on record type, original record type, and data status, used in throughput and conversion‑rate calculations.AAI Classification (
AAIClassification) – A classification label in dashboards/queries that distinguishes documents that originated as Invoice versus Manual Vendor Bill or other types; defaults to “Manual Vendor Bill” when the original record type is not Invoice.Vendor Match Status (
aaiVendorMatchStatus/vendorMatchStatus) – A status indicator describing how well a document has been matched to a vendor (for example, Known vs Unknown), highlighting invoices where vendor assignment is uncertain or requires user review.Freight (AP Invoices freight / shipping handling) – The field representing freight or shipping charges on invoices; AP Invoices can extract freight and, based on SmartFlow configuration, write it to the SoR either at the header level or as a separate invoice line, and includes freight in invoice totals.