Manufacturing · Infor CloudSuite Distribution (SX.e)

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.

  1. 0:55Pick up published bills in AutoEntry
  2. 1:30Read the captured invoice data
  3. 2:00Validate the vendor and check for duplicates
  4. 2:25Match the PO lines and receipt
  5. 3:00Did the invoice pass validation?
  6. 3:10Email the AP team about the failed invoice
  7. 3:40Look up the approver in the approval matrix
  8. 4:15Approver reviews and approves
  9. 5:30Enter the invoice against the PO receipt
  10. 6:15Record approval, clear the hold and post
  11. 6:30Confirm the invoice in AP open items
  12. 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.

  1. 01 Action · AutoEntry Pick up published bills in AutoEntry
  2. 02 Action · AutoEntry Read the captured invoice data
  3. 03 Action · Infor SX.e (AP Vendor Inquiry) Validate the vendor and check for duplicates
  4. 04 Action · Infor SX.e (Purchase Order Inquiry) Match the PO lines and receipt
  5. 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.
  6. 06 Action · Outlook Email the AP team about the failed invoice
  7. 07 Action · Excel (AP_Approval_Matrix.xlsx) Look up the approver in the approval matrix
  8. 08 · Human review · LaunchAI Portal (Human reviews) Approver reviews and approves
  9. 09 Action · Infor SX.e (AP Invoice Entry) Enter the invoice against the PO receipt
  10. 10 Action · Infor SX.e (AP Invoice Entry) Record approval, clear the hold and post
  11. 11 Action · Infor SX.e (AP Open Items) Confirm the invoice in AP open items
  12. 12 Action · Infor Document Management (IDM) File the invoice image in Document Management

Step-by-step: how to do it

  1. 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 video

    2 published bills.

    • GLV-88213 · Great Lakes Valve & Fitting Co.
      Date
      10/05/2026
      PO
      4502217-00
      Amount
      16,345.00
      Source
      Email
    • BFS-20931 · Buckeye Facility Services LLC
      Date
      10/01/2026
      PO
      None
      Amount
      1,240.00
      Source
      Vendor portal

  2. 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

  3. 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

  4. 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

  5. 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

  6. 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

  7. 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 video

    PO 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

  8. 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

  9. 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

  10. 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

  11. 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

  12. 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.

See it on your workflow

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.

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