Vendor Invoice Processing

Invoice Summary

A one-look roll-up of the vendor, invoice number, dates, PO, bill-to entity, and the subtotal / tax / total so a reviewer can orient before reading the detail.

Document Type

The intake bucket - single-property invoice, multi-property invoice, vendor statement, credit memo, or duplicate / resubmission - which routes every downstream check and protects the organization from paying the same obligation twice.

Invoice Header

The canonical header record - vendor legal name and remit-to, vendor tax ID, bill-to entity, invoice number and dates, payment terms, PO and receiver references, currency, and the subtotal / tax / total that feed every validation.

Line Items

One row per billable line, read with enhanced vision for scanned and handwritten trade invoices, with a spend category, a property or unit reference, and a suggested GL account bucket.

Cost Allocation

For a multi-property invoice, the dollar split across each property or cost center - by explicit allocation table, by percentage, or summed from the line items - reconciled to the invoice subtotal with a residual row if it does not tie.

Computed Line-Item Total

An independent recomputation of the sum of every line amount, so the AP team never relies on the vendor's own arithmetic for the subtotal.

Invoice Totals Reconciliation

The core footing control - true only when the line items sum to the subtotal and the subtotal plus tax equals the total, both within tolerance.

Payment Terms and Discount Analysis

Parses the payment terms and computes the discount deadline, discount amount, net due date, annualized discount return, and a recommended pay-by date so a 2/10-type early-payment discount is never missed.

Tax Review

Recomputes the effective tax rate, checks it against the stated rate and the place of supply, and flags a possible overcharge to recover or missing tax that may trigger a buyer-side use-tax accrual.

Vendor Tax ID Well-Formed

Confirms a vendor tax registration or taxpayer ID is present and plausibly formatted - a prerequisite for input-tax recovery and information reporting, and a common gate before onboarding a new vendor.

PO Match Readiness

True when the invoice carries a usable purchase-order reference, signaling it can enter a two- or three-way match rather than routing through non-PO approval.

Approval Routing

Recommends the match type (three-way, two-way, or non-PO), the approval path, and a qualitative approval tier by dollar band, leaving the organization's approval matrix authoritative on the final threshold.

Capex vs Opex Classification

Classifies the invoice as operating expense, capital expenditure, mixed, or ambiguous using GAAP improvement-vs-repair cues, so property improvements are capitalized and routine repairs are expensed.

Duplicate or Resubmission Flag

Surfaces on-document duplicate signals - a DUPLICATE / COPY / RESUBMITTED stamp or a re-issue reference - that a key-field fingerprint match against AP history would miss, caught before approval.

Exceptions and Findings

The master exception report - every genuine issue from all checks, one row each, ranked Hold-first then by dollar impact, with the category, the finding, the dollar at stake, and a recommended action.

AP Recommendation

A single Post / Hold for review / Reject sentence naming the vendor, invoice number, amount, and the one most important reason, applying the reject and hold rules in order.