How to Enter AutoEntry Bills as AP Invoices in Infor SX.e
AP invoice intake takes vendor bills that arrive by email or vendor portal, captured by AutoEntry, and turns them into approved, posted AP invoices in Infor CloudSuite Distribution (SX.e) with the invoice image filed in Document Management.
Keying an invoice that is a duplicate, unmatched to a receipt or missing coding creates payment errors and month-end cleanup. This guide follows the recording: read the captured bill, validate vendor, duplicates and the PO receipt, route failures back to AP, get approval from the right person, then enter, post and file the invoice.
- Who does itAccounts payable specialist, with approvers set by the AP approval matrix
- How oftenDaily, as bills are published in AutoEntry
- Steps12 steps · 5 systems
- By hand2–16 hours a day, scaling with volume
Watch the full workflow
every click in this recording is an AI agent — no one is touching the keyboard.
In the recording, an AI agent reads two published bills in AutoEntry. For Great Lakes Valve & Fitting invoice GLV-88213 ($16,345.00, PO 4502217-00) it confirms in Infor that the vendor is active, the invoice is not on file and the PO receipt matches, with a +$30.00 price variance inside tolerance. Buckeye Facility Services BFS-20931 has no PO and no GL account or department, so it emails Accounts Payable for correction instead. After the Purchasing Manager named in the approval matrix approves GLV-88213, it enters the invoice in AP Invoice Entry, clears the variance hold, posts it to open items and files the PDF in Document Management.
- 0:55Pick up published bills in AutoEntry
- 1:30Read the captured invoice data
- 2:00Validate the vendor and check for duplicates
- 2:25Match the PO lines and receipt
- 3:00Did the invoice pass validation?
- 3:10Email the AP team about the failed invoice
- 3:40Look up the approver in the approval matrix
- 4:15Approver reviews and approves
- 5:30Enter the invoice against the PO receipt
- 6:15Record approval, clear the hold and post
- 6:30Confirm the invoice in AP open items
- 6:50File the invoice image in Document Management
Systems involved
You need access to each of these before you start. In the recording the agent works in all of them from one desktop, signed in as the user.
- Infor CloudSuite Distribution (SX.e)AP Vendor Inquiry, Purchase Order Inquiry, AP Invoice Entry, AP Open Items and AP Invoice Inquiry
- AutoEntryOCR capture of bills received by email or vendor portal; captured data, invoice image and PDF download
- Outlook (web)Correction email to the Accounts Payable team for invoices that fail validation
- AP_Approval_Matrix.xlsx (Excel on SharePoint)Approval matrix used to find the approver by invoice type and amount
- Infor Document Management (IDM)Stores the invoice PDF as a Vendor Invoice document linked to the AP invoice
What you start with
- Published bills in AutoEntry (captured data and PDF)
- Vendor master and invoice history in Infor
- Purchase order lines and receipts in Infor
- AP approval matrix
- Approver decision
What you end with
- AP invoice GLV-88213 approved and posted to AP open items (journal 26-104418)
- GL distribution to 2150-00 RNI, 5150-00 PPV, 5310-00 Freight In and 2000-00 AP-Trade
- Invoice PDF filed in IDM and linked to the AP invoice
- Correction email to Accounts Payable for BFS-20931
The workflow at a glance
Action Decision Human review Select a step to jump to how it's done.
- 01 Action · AutoEntry Pick up published bills in AutoEntry
- 02 Action · AutoEntry Read the captured invoice data
- 03 Action · Infor SX.e (AP Vendor Inquiry) Validate the vendor and check for duplicates
- 04 Action · Infor SX.e (Purchase Order Inquiry) Match the PO lines and receipt
- 05 Decision · Validation checklist Did the invoice pass validation? Yes Look up the approver and send for approval. No Email the AP team for correction; enter nothing in Infor.
- 06 Action · Outlook Email the AP team about the failed invoice
- 07 Action · Excel (AP_Approval_Matrix.xlsx) Look up the approver in the approval matrix
- 08 · Human review · LaunchAI Portal (Human reviews) Approver reviews and approves
- 09 Action · Infor SX.e (AP Invoice Entry) Enter the invoice against the PO receipt
- 10 Action · Infor SX.e (AP Invoice Entry) Record approval, clear the hold and post
- 11 Action · Infor SX.e (AP Open Items) Confirm the invoice in AP open items
- 12 Action · Infor Document Management (IDM) File the invoice image in Document Management
Step-by-step: how to do it
-
Action · AutoEntry · 0:55 in the video
Pick up published bills in AutoEntry
Open Purchases and the Published list. Each row shows supplier, invoice number, date, PO, total, how it arrived (email or vendor portal) and when it was captured.
In the video2 published bills.
- GLV-88213 · Great Lakes Valve & Fitting Co.
- Date
- 10/05/2026
- PO
- 4502217-00
- Amount
- 16,345.00
- Source
- BFS-20931 · Buckeye Facility Services LLC
- Date
- 10/01/2026
- PO
- None
- Amount
- 1,240.00
- Source
- Vendor portal
-
-
Action · AutoEntry · 1:30 in the video
Read the captured invoice data
Open the bill and compare captured fields with the invoice image: supplier ID, invoice number and date, due date, PO, GL account and department, lines, subtotal, freight, tax and total. Download the PDF for filing later.
In the video- Invoice
- GLV-88213
- Supplier
- 2140
- Due
- 11/04/2026
- GL/department
- 'From the purchase order'
- BV-200-BR
- Qty
- 200
- Cost
- 41.20
- GV-150-BR
- Qty
- 120
- Cost
- 28.75
- CK-100-BR
- Qty
- 300
- Cost
- 14.90
- Subtotal 16,160.00 + freight 185.00 = 16,345.00
-
Action · Infor SX.e (AP Vendor Inquiry) · 2:00 in the video
Validate the vendor and check for duplicates
Open AP Vendor Inquiry for the vendor number and confirm status Active, terms, payment method and that the vendor is not on hold. Search the vendor's invoices for the invoice number to make sure it has not already been entered.
In the video- Vendor
- 2140 Great Lakes Valve & Fitting Co.
- Status
- Active
- Terms
- 2% 10 Net 30
- ACH
- On file
- On hold
- No
- Prior invoices
- GLV-87960, GLV-87102, GLV-86544
- Search GLV-88213
- No records
-
Action · Infor SX.e (Purchase Order Inquiry) · 2:25 in the video
Match the PO lines and receipt
Open the PO and compare each line's quantity and cost with the invoice. On the Receipts tab confirm the goods were received and not yet invoiced.
In the video- PO
- 4502217-00
- Stage
- Received
- PO total
- 16,130.00
- GV-150-BR
- PO cost 28.50 vs invoice 28.75
- Receipt
- 10/02/2026
- Packing slip
- PS-66120
- Qty
- 620
- Receipt status
- Received in Full, Not invoiced
-
Decision · Validation checklist · 3:00 in the video
Did the invoice pass validation?
Pass only if the vendor is active, the invoice is not a duplicate, PO lines and receipt match, any price variance is within tolerance and required coding is present.
- If yes Look up the approver and send for approval.
- If no Email the AP team for correction; enter nothing in Infor.
In the video- GLV-88213 Passes
- Variance
- +30.00 (0.19% of the PO)
- Tolerance
- 2%
- BFS-20931 Fails
- PO
- None
- GL account and department
- Not coded
-
Action · Outlook · 3:10 in the video
Email the AP team about the failed invoice
Send Accounts Payable a correction email with the invoice PDF attached, a summary of what passed and what is missing, and what to fix. Do not create the invoice in Infor.
In the video- Subject
- 'Invoice needs correction: Buckeye Facility Services, invoice BFS-20931'
- From
- ap-automation@acme-industries.example
- Attachment
- BFS-20931.pdf
- Vendor
- 3077 Active
- Amount
- 1,240.00 janitorial service
- PO
- None
- GL account and department
- Missing
- Duplicate check
- Passed
- Fix
- Add GL and department in AutoEntry and republish
-
Action · Excel (AP_Approval_Matrix.xlsx) · 3:40 in the video
Look up the approver in the approval matrix
Open the approval matrix, find the row for the invoice type and amount band, and note the approver.
In the videoPO invoice approval matrix; 16,345.00 goes to Denise Carter.
- 0–10,000
- Approver
- Buyer on the PO
- 10,000.01–50,000
- Approver
- Denise Carter, Purchasing Manager
- Over 50,000
- Approver
- Controller
-
-
Human review · LaunchAI Portal (Human reviews) · 4:15 in the video
Approver reviews and approves
The approver checks the invoice summary, validation results and line variances, then approves or rejects. Rejected invoices are not entered and AP is told why; pending reviews get reminders.
In the video- Review
- 'Await AP invoice approval - Great Lakes Valve & Fitting, invoice GLV-88213'
- Assigned to
- Denise Carter
- Date
- Oct 7 2026
- Reason
- 'Purchase order invoice over 10,000.00 (approval matrix)'
- Result
- Approved
-
Action · Infor SX.e (AP Invoice Entry) · 5:30 in the video
Enter the invoice against the PO receipt
Open AP Invoice Entry and enter vendor, invoice number, invoice date, amount and PO so the receipt lines load. Enter the invoice cost per line and freight until Proof shows 0.00, then review the GL distribution.
In the video- Vendor
- 2140
- Invoice
- GLV-88213
- Date
- 10/05/2026
- Amount
- 16,345.00
- PO
- 4502217-00
- Line 2 cost
- 28.75 (30.00 variance)
- Freight
- 185.00
- Proof
- 0.00
- 2150-00 RNI
- Dr
- 16,130.00
- 5150-00 PPV
- Dr
- 30.00
- 5310-00 Freight In
- Dr
- 185.00
- 2000-00 AP-Trade
- Cr
- 16,345.00
-
Action · Infor SX.e (AP Invoice Entry) · 6:15 in the video
Record approval, clear the hold and post
The invoice is staged with a Variance Hold. Set Approval to Approved, enter Approved By and Update; confirm the hold cleared, the receipt is linked and the journal posted.
In the video- Approved by
- Denise Carter
- Variance hold
- Cleared
- Receipt
- Linked to PS-66120
- Journal
- 26-104418
- Posted
- 10/07/2026 9:11 AM to AP Open Items
-
Action · Infor SX.e (AP Open Items) · 6:30 in the video
Confirm the invoice in AP open items
Open AP Open Items for the vendor and confirm the invoice, balance, discount date and approver.
In the video- Vendor 2140 open balance
- 26,217.50 across 2 invoices
- Discount
- 323.20 if paid by 10/15/2026
- GLV-88213
- 16,345.00 Open
-
Action · Infor Document Management (IDM) · 6:50 in the video
File the invoice image in Document Management
Add a document, upload the PDF, choose type Vendor Invoice and fill vendor number, invoice number, PO number and transaction ID, then save. Check that Document Activities shows it linked and AP Invoice Inquiry lists it under Documents.
In the video- Document
- GLV-88213.pdf
- Vendor
- 2140
- Invoice
- GLV-88213
- PO
- 4502217-00
- Transaction ID
- 26-104418
- Activity
- Linked to AP invoice GLV-88213
Rules, exceptions and controls
Rules to follow
- Price variance tolerance is 2% of the PO; GLV-88213's +30.00 is 0.19%.
- PO invoices up to 10,000.00 go to the PO buyer, 10,000.01–50,000.00 to the Purchasing Manager, above that to the Controller; any invoice over tolerance goes to the Purchasing Manager.
- An invoice that fails validation goes back to Accounts Payable before anything is entered in Infor.
- The invoice must be in balance (Proof 0.00) before it is saved.
- The vendor must be Active and not on hold.
When something doesn't match
- Non-PO invoice missing GL account and department (BFS-20931): AP codes it in AutoEntry and republishes.
- Price variance within tolerance creates a Variance Hold that is cleared when the invoice is approved.
- Approval pending: a reminder is sent. Rejected: nothing is entered and AP is told why.
Controls and audit trail
- Duplicate check against the vendor's invoice history before entry.
- Three-way match to PO 4502217-00 and receipt PS-66120.
- Approval by the matrix-designated person before the invoice is entered.
- Approved By, hold release and journal number recorded on the invoice.
- Invoice image linked to the AP invoice in IDM with an activity log.
- Approval matrix owned and periodically reviewed by the Controller.
Practitioner tips
- Price variances belong to purchasing to explain; send them to the buyer or purchasing manager rather than adjusting the cost yourself.
- Treat tolerance percentages as policy owned by a named person, not something to change per invoice.
- Send low-confidence OCR reads to review rather than keying them straight into the ledger.
- Use the posted journal number as the IDM transaction ID so the image ties to the posting.
About this recording
In the recording, the agent validated both AutoEntry bills, emailed AP about the one missing coding, and after the Purchasing Manager approved GLV-88213, entered, posted and filed it in Infor.
Documented the way you'd train a new hire — and the same way an agent learns it.
Frequently asked questions
How do I enter an AP invoice against a PO in Infor CloudSuite Distribution?
In AP Invoice Entry enter vendor, invoice number, date, amount and PO so the receipt lines load. Enter the invoice cost per line and freight until Proof is 0.00, review the GL distribution, then set approval and update to post it.
How does AutoEntry work with Infor SX.e for AP?
AutoEntry captures bills that arrive by email or vendor portal and publishes the data and PDF. The bill is then validated in Infor, entered in AP Invoice Entry and the PDF filed in Document Management.
What happens when an invoice has a small price variance in Infor?
The variance is compared to tolerance (2% of the PO here). Inside tolerance the invoice is staged with a Variance Hold that is cleared on approval, and the difference posts to purchase price variance.
Who should approve a vendor invoice?
An approval matrix assigns approvers by invoice type and amount, for example the PO buyer up to 10,000, the purchasing manager up to 50,000 and the controller above.
How do I attach an invoice image to an AP invoice in Infor?
In Infor Document Management add a document of type Vendor Invoice with vendor number, invoice number, PO number and transaction ID. Once saved it links to the AP invoice and shows under Documents in AP Invoice Inquiry.
Can an AI agent do AP invoice intake in Infor SX.e?
Yes. As shown in the video, the agent works the same AutoEntry, Infor and IDM screens a person does, and the approver named in the approval matrix approves the invoice before it is entered.