Document processes overview

Kofax AP Essentials supports two document processes:

  • Accounts payable - Within the accounts payable operations, Kofax AP Essentials processes supplier invoices (general expense, purchase order invoices), credit notes and remittance advices.

  • Accounts receivable - Within the accounts receivable operations, Kofax AP Essentials processes purchase orders on behalf of the seller.

    Accounts receivable features are currently only available for select customers on a preview basis. At the moment, there are only purchase order document types for the US and Great Britain. However, we will be adding more document types in future releases.

Invoice Purchase order
A document used to notify a buyer that payment is due. A document used to order goods or services from a seller.
Issued by the supplier. Issued by the buyer.
Sent to the buyer. Sent to the seller.
Issued after the purchase order. Issued before the invoice.
Confirms the sale occurred. Defines the terms of the sale.

Note the distinction between purchase order invoices and purchase orders. Although they are related, they belong to separate processes. A purchase order invoice is a document issued by a seller (supplier) to a buyer for purchased goods or services, whereas a purchase order is a document issued by a buyer to a seller which requests goods or services for purchase.

When you create a new Kofax AP Essentials customer account, you must choose a document process for the account. After you create an account, you cannot change the document process of the account. If you need to process accounts payable and accounts receivable documents, you must create two accounts, one for each process. In either case, the account you create is a child account of a partner account. For accounts receivable processes, you create an account for the seller, whereas for accounts payable processes you create an account for the buyer.

Accounts payable

Kofax AP Essentials automates invoice capture and extraction on behalf of the buyer.

When a supplier sends an invoice, or other AP document, to the buyer, Kofax AP Essentials automatically captures, extracts and validates the invoice data. If necessary, Kofax AP Essentials users can check and correct the extracted data. Kofax AP Essentials users can also route documents according to workflows. Depending on your solution, workflows can function on a stand-alone basis or in parallel with a target-system integration. Kofax AP Essentials automatically sends the invoice data to the target ERP system, where the remaining accounts payable processes are fulfilled.

Accounts receivable

Kofax AP Essentials automates purchase order capture and extraction on behalf of the seller.

When a buyer sends a purchase order to the seller, Kofax AP Essentials automatically captures, extracts and validates the purchase order data. If necessary, Kofax AP Essentials users can check and correct the extracted data. Kofax AP Essentials automatically sends the purchase-order data to the target ERP system, where the remaining accounts receivable processes are fulfilled.

Currently, workflow services are not supported with accounts receivable accounts.

These methods are available for exporting purchase order data to your target system:

  • Email output

  • Secure FTP (SFTP)

  • XML via AP Essentials Connect

  • API