System limits
This topic lists known limits, quotas and constraints of Kofax AP Essentials services. System limits apply to the AP Essentials web interface (Admin Center, Office, and Mobile Approval), the API, AP Essentials Connect, custom integrations, and anywhere you access AP Essentials.
File size limitations
| Description | Limit | Note |
|---|---|---|
| Max file size for input files | 50 MB |
This is the maximum size allowed for documents that are sent to Kofax AP Essentials for processing. If the limit is exceeded, the document receives the status, input failed. |
| Max file size for storage upload | 25 MB |
If the limit is exceeded, you receive a notification that the upload failed. |
| Max file size for master data upload |
200 MB |
If the limit is exceeded, you receive a notification that the upload failed. |
Document limitations
| Description | Limit | Note |
|---|---|---|
| Maximum number of pages in a document | 2,000 pages | If the limit is exceeded, the document receives the status, input failed. |
| Maximum number of pages in an invoice containing line items from a new supplier where all pages are interpreted | 100 pages on the first invoice from a new supplier.
2,000 pages on subsequent invoices from the same supplier. |
If the document has more than 100 pages, only the first page is interpreted on the first invoice received from a new supplier. The next time an invoice is received by the same supplier, and the supplier is properly identified, up to 2,000 pages can be interpreted. |
| Maximum number of pages in a remittance advice | 2,000 pages |
Organizations
| Resource | Limit |
|---|---|
| Users | 3,000 per organization |
| User groups | 1,000 per organization |
Each organization, such as a partner account or customer account, can have up to 3,000 users. Each organization can also have up to 700 user groups.
For example, assume you have a partner account with ten customer accounts. Each customer can have up to 3,000 users. The partner account itself can also have up to 3,000 users. In total, the partner account and its customer accounts in this example can have up to 33,000 users. In other words, the limitation is not cumulative across multiple accounts. Rather, it is limited per organization.
User settings
Some settings on user accounts have character length limitations.
| Setting | Limit |
|---|---|
| User name | 150 characters |
| Full name | 150 characters |
| Email address | 100 characters |
| Phone number | 128 characters |
Users, customers, buyers, and sellers
| Resource | Limit |
|---|---|
| Users |
|
| User groups |
|
| Customers |
|
| Customer groups | 500 per partner |
| Buyers | 10,000 per customer account |
| Sellers | 10,000 per customer account |
Each limit is contained within its respective owner. In other words, the user count of a customer account is not deducted from the user count of its parent partner account.
Master data
Each master data type has a maximum number of items allowed.
| Master data type | Maximum count allowed | Maximum file size |
|---|---|---|
| Accounts (general ledger) | 100,000 | 200 MB |
| Currencies | 500 | 200 MB |
| Supplier banks | 300,000 | 200 MB |
| Suppliers * | 150,000 |
200 MB |
| Generic master-data objects | 500,000
You can have up to 40 different generic master-data types, each with up to 500,000 objects. |
200 MB |
| Purchase orders | 200,000 Up to 200,000 purchase orders are allowed for each buyer or customer account. After the initial upload, you cannot add, update, or delete more than 5,000 purchase orders per upload. Each purchase order can have a maximum of 5,000 order lines. |
200 MB |
| Customers | 1,000,000 When uploading customer master data on the seller level, the total count from all sellers of the parent account cannot exceed 1,000,000. After the initial upload, you cannot add or update more than 2,000 customers per upload. |
200 MB |
* When importing suppliers for PROCESS DIRECTOR AP, each buyer is limited to 150,000 suppliers.
Max length of master data field values
The values of the master-data fields below cannot exceed the maximum length specified in this table:
| Field | Maximum length |
|---|---|
| Generic master-data objects | |
| Type name | 50 |
| Value | 150 |
| Name | 150 |
| Description | 200 |
| Currencies | |
| Code | 40 |
| Name | 100 |
| Accounts (general ledger) | |
| Code | 100 |
| Name | 220 |
| Group | 100 |
| Description | 500 |
| Suppliers | |
| Supplier number | 200 |
| Name | 400 |
| Description | 2000 |
| Organization number | 100 |
| Tax registration number | 200 |
| Tax code | 200 |
| Payment term | 300 |
| Payment method | 200 |
| Currency code | 50 |
| Location | 300 |
| Street | 500 |
| Postal code | 100 |
| City | 200 |
| State | 100 |
| Country name | 100 |
| Telephone number | 250 |
| Fax number | 250 |
| Supplier banks | |
| Bank name | 200 |
| Bank number type | 20 |
| Bank number | 50 |
| Account number type | 20 |
| Account number | 250 |
| Purchase orders | |
| Order number | 50 |
| Supplier number | 200 |
| Supplier name | 400 |
| Currency code | 40 |
| Contact name | 200 |
| Description | 1500 |
| Status text | 100 |
| RequisitionedBy | 254 |
| CreatedBy | 254 |
| Purchase orders lines | |
| Order line number | 40 |
| Article number | 1500 |
| Article description | 5000 |
| Supplier article number | 300 |
| Category number | 80 |
| Category description | 1500 |
| Unit | 50 |
| Status text | 100 |
| DeliveryNoteNumber | 50 |
| DeliveryDate1 | 8 |
| DeliveryDate2 | 8 |
| UniqueArticleNumber | 20 |
| Purchase order search query | |
| Sort field | 500 |
| Customers | |
| Customer number | 100 |
| Name | 100 |
| TaxRegistrationNumber | 30 |
| OrganizationNumber | 30 |
| Street | 100 |
| PostalCode | 20 |
| Country | 100 |
| City | 100 |
| State | 50 |
| TelephoneNumber | 30 |
| FaxNumber | 30 |
AP Essentials Connect plug-in
| Resource | Limit |
|---|---|
| Plug-in file size | 50 MB |
When uploading a plug-in ZIP file to the Resource view in Admin Center, the combined file size of the ZIP-file contents cannot exceed 50 MB.
API throttling
API throttling is the process of limiting the number of API requests you can make during a certain period. AP Essentials throttles key API methods to promote stability and fair usage of the system. If a request is throttled, HTTP error code 429 is returned.
Throttling rates
This table lists throttling rates on a per-hour basis unless otherwise noted. The context of "Organization ID" in this table depends on the context of the method. For example, Organization ID can refer to a customer account or the buyer/seller (if buyers or sellers are in use).
| Method | Maximum requests per hour | Throttled by |
|---|---|---|
| Authentication | ||
| Authenticate | 1,000 | UserName |
| IsAuthenticated | 1,000 | Organization ID and Current user |
| SignOut | 1,000 | Organization ID and Current user |
| Touch | 1,000 | Organization ID and Current user |
| Customer master data | ||
| DeleteMasterDataCustomers | 10 | Organization ID |
| AddOrUpdateMasterDataCustomers | 10 | Organization ID |
| DeleteMasterDataCustomersById | 500 | Organization ID |
| AddOrUpdateSingleMasterDataCustomer | 100 | Organization ID and Current user |
| SearchMasterDataCustomers | 500 | Organization ID and Current user |
| StartMasterDataCustomerUpload | 1 request every 2 hours | Organization ID |
| CompleteMasterDataCustomerUpload | 1 request every 1 hour 55 minutes | Organization ID |
| Generic master data objects | ||
| SetMasterDataObjects | 60 | Organization ID and Master data object type |
| AddOrUpdateMasterDataObjects | 60 | Organization ID and Master data object type |
| DeleteMasterDataObjects | 60 | Organization ID and Master data object type (a collection of object types can be specified ) |
| GetMasterDataObjects | 300 | Organization ID and Master data object type |
| GetAvailableMasterDataObjectTypesByCustomerId | 2,000 | Customer ID and Current user |
| SearchMasterDataObjects | 2,000 | Organization ID and Current user |
| GetMasterDataObjectsMatchingSearchValue | 2,000 | Organization ID, Master data object type and Current user |
| Purchase order master data | ||
| SetPurchaseOrders | 60 | Organization ID |
| AddOrUpdatePurchaseOrders | 120 | Organization ID |
| DeletePurchaseOrders | 120 | Organization ID |
| GetPurchaseOrders | 100 | Organization ID |
| SearchPurchaseOrderFilteredLines | 400 | Organization ID and Current user |
| SearchPurchaseOrders | 400 | Organization ID and Current user |
| Supplier master data | ||
| SetSuppliers | 100 | Organization ID |
| AddOrUpdateSuppliers | 400 | Organization ID |
| AddOrUpdateSupplierWithBankAccounts | 400 | Organization ID |
| DeleteSuppliersById | 100 | Organization ID |
| DeleteSuppliers | 200 | Organization ID |
| GetSuppliers | 200 | Organization ID |
| GetSupplier | 100 | Organization ID |
| SearchSuppliers | 60 | Customer ID and Current user |
| SearchSuppliersQuery | 400 | Organization ID and Current user |
| SearchSuppliersWithQueryResult | 600 | Customer ID and Current user |
Monitoring API Throttling via HTTP Headers
When you make HTTP requests to an endpoint that supports throttling, AP Essentials provides throttling information in the HTTP header. These headers are returned simultaneously:
-
X-RateLimit-WindowSize — Throttling involves setting a limit on the number of requests allowed within a designated time frame, such as one hour. The X-RateLimit-WindowSize header denotes the duration of this window in seconds.
-
X-RateLimit-Reset — This header shows how many seconds are left until the end of the current throttling window.
-
X-RateLimit-Limit — This header shows how many requests can be performed within the throttling window.
-
X-RateLimit-Remaining — This header shows how many requests remain before throttling is applied.
Consider this example:
X-RateLimit-WindowSize: 3600
X-RateLimit-Reset: 3300
X-RateLimit-Limit: 400
X-RateLimit-Remaining: 397These headers indicate a time window of 3,600 seconds (1 hour). The window will reset in 3,300 seconds (55 minutes). Within this 3,600-second window, a total of 400 requests are permitted. Currently, you have the capacity to make 397 more requests within the remaining 3,300 seconds (55 minutes). To clarify, you can make up to 400 requests per hour, and so far, you have made three requests in the first five minutes. If you attempt to exceed the limit of 400 requests within the one-hour period, your requests will be throttled until the time window resets.