The AP Invoices Checklist defines the validation checks that each document must pass before it can be written to your System of Record (SoR). These checks apply whether autonomous mode is enabled or disabled, and they provide clear guidance on when AP analysts should review a document.
Access and Review the Default AP Invoices Checklist
Open the AP Invoices Checklists tab.
Navigate to SmartVendor Settings and select the AP Invoices Checklists tab.Locate the Default Checklist card.
Find the card labeled Default Checklist.Review and edit the configured checks.
Click Review and Edit to view all configured invoice validation checks.
(See Figure 1. The Default Checklist card displaying the “Review and Edit” button)
Figure 1. The Default Checklist card displaying the “Review and Edit” button
Review the Enforced AP Invoice Checks
Review required checks in the table.
On the Checklist details page, review each required check in the Checks table.
(See Figure 2. The Checklist details screen, showing all enabled AP Invoice Checks)Understand enforcement behavior.
All checks listed are enforced according to their Requirement setting:Required – Always enforced; cannot be turned off.
Required if <feature> on – Enforced when the relevant feature (POs or Contracts) is enabled.
Optional – Can be turned on or off per tenant/checklist configuration.
Figure 2. The Checklist details screen, showing all enabled AP Invoice Checks
Header | Detailed Description | Given this check FAILED AND Autonomous is ON | Given this check FAILED AND Autonomous is OFF | Status when Failed |
|---|---|---|---|---|
Supported File | Incoming file is of supported file type and turned on in the wizard | Do not Process file | Do not Process file | N/A no document created |
Duplicate Hash Check | Incoming file is a unique hash (i.e. not a duplicate) | Do not Process file | Do not Process file | N/A no document created |
Document Classifier | Document is classified as Vendor Bill | Autowrite Disabled | Write Disabled | Record is not a vendor bill |
Duplicate Invoice Check | There is not already a vendor bill with the same vendor, date, and external invoice id. | Dismiss Document | Dismiss Document | N/A no document created |
Known Vendor | A known vendor is assigned to the Vendor Bill | Autowrite Disabled | Write Disabled | New with Vendor Status as Unknown |
Enrolled Vendor | An enrolled vendor is assigned to the Vendor Bill | Autowrite Disabled | Write Disabled | New with Vendor Status as Unenrolled |
Vendor and PO Match | The Vendor for the extracted PO matches the assigned Vendor | Autowrite Disabled | Write Enabled, User sees status in Documents page | PO is for different vendor |
PO Assignment | The extracted PO can be located in the SoR | Autowrite Disabled | Write Enabled, User sees status in Documents page | PO Needs Review |
PO Status | The PO is open. | Autowrite Disabled | Write Enabled, User sees status in Documents page | PO is closed |
PO Balance | The PO has line(s) with available balance or quantity | Autowrite Disabled | Write Enabled, User sees status in Documents page | PO Has no Balance |
PO Line Matching | The Invoice lines match to the PO lines | Autowrite Disabled | Write Enabled, User sees status in Documents page | Review PO Matches |
PO Amount | For PO lines that are service type, the vendor bill amount is less than or equal to the PO Line Amount | Autowrite Disabled | Write Enabled, User sees status in Documents page and will see soft warning upon write | Bill Amount greater than PO Amount |
PO Rate | For PO lines that are goods type, the vendor bill Rate is less than or equal to the PO Rate | Autowrite Disabled | Write Enabled, User sees status in Documents page and will see soft warning upon write | PO Needs Review |
PO Quantity | For PO lines that are good type, the vendor bill quantity is less than or equal to the available PO quantity. | Autowrite Disabled | Write Enabled, User sees status in Documents page and will see soft warning upon write | PO Needs Review |
Sum of Lines | The sum of the lines does not add up to the extracted total. | Autowrite Disabled | Write Enabled, User sees soft warning | Total doesn't match line items |
Attachment | Attachment uploaded without errors | – | – | – |
SoR Errors | The system of record accepted the request without any errors | Stop during write and show an error in the status | Stop during write and show an error in the status | Failed to Reconcile |
| Sync issue | Syncing from SoR after Writing failed | - | - | - |