How to get started with Automatic Purchase Processing.

Step 1: Enable E2D

Before using E2D, you need to enable it in your system.

1. Go to: Configuration -> Instance Settings

2. Set: E2D Enabled = Yes

Step 2: Set Up Your Invoice Inbox

E2D works by receiving invoices via email into a dedicated inbox.

1. Go to: Configuration -> E2D Settings

2. Click: Create New Email Inbox

You will configure:

• Email Address Prefix (for example: invoices, purchases)

• Description (optional)

• Supplier Selection (whether it is auto populated when the invoice is imported)

• Cost Account Selection (predicted by AI by default)

• Smart Filtering (AI filtering intelligence)

• Supported File Types (PDF is enabled by default)

• Allow list and deny list for email senders

Example email address:
invoices@yourinstance.aqilla.net

Share this email address with your suppliers so they can send invoices directly into your system.

Step 3: Understand the Purchase Invoice Inbox

Once set up, incoming invoices appear in the Draft Purchase Inbox within the Imported Invoices folder.

This inbox shows:

• Received emails

• Imported invoices (drafts)

• Exceptions (invoices needing attention)

Here, you can:

• Filter invoices

• Edit column order, visibility, and width

• View imported, deleted, or processed invoices

• Open invoices for review

Step 4: Review invoices in the draft editor

Click an invoice to open the Draft Purchase Invoice Editor.

The system:

• Scans the invoice

• Extracts key data: supplier, dates, totals, VAT, lines

• Maps data into Aqilla fields

How to navigate the Draft Editor

• Use Previous and Next buttons to browse invoices

• Expand or reduce images

• Jump to Settings pages (permission dependent)

• Minimise Header and Line sections

• Hover over image data to find the relevant field

• Split lines by %

• Consolidate lines by VAT rate

• A Confidence Rating is assigned to each field

What you should do here:

• Check all header fields (supplier, date, totals)

• Ensure the Invoice total matches the sum of the line items

• Review all line items

• Add missing required fields (such as cost account)

• Correct anything with low confidence

You can also:

• Save changes

• Download the invoice

• Move between invoices using Previous and Next

Step 5: Process the Invoice

Once all required fields are complete and correct:

1. Click: Create Invoice (Play button)

The system will:

• Generate a Purchase Invoice

• Assign a document reference number

• Store it under Documents > Purchase Invoices

The invoice will be created in an Entered state, meaning you can still:

• Edit

• Release

• Post

• Delete if needed

Step 6: Handle Errors (If Any)

If something is missing or incorrect, the system will show an error.

Fix the issue in the Draft Editor, then process again.

Step 7: Optional Automation and Settings

You can further improve efficiency with system settings.

Automatic Processing
You can set a confidence threshold so invoices are automatically processed if accuracy is high enough.

Example:
If all fields are above 90 percent confidence, the invoice skips manual review.

VAT Handling Options
You can control how VAT is calculated when not clearly provided:

• Adjust VAT in last line

• Add a VAT discrepancy line

• Create separate VAT lines

Description Handling
Automatically trim long descriptions so invoices can still process.

Step 8: Use Automation Rules (Optional but Powerful)

Automation rules help reduce manual work.

They allow you to automatically populate fields based on conditions.

You can apply rules to:

• Supplier

• Header fields

• Line fields

• Projects

• Custom attributes

This ensures consistency and speeds up processing.