This help article is related to Payables
In Wrapbook, production accountants and administrators can manage AP invoices using either Payables or the Production Accounting Suite.
Adding and creating invoices in the Payables Invoices dashboard is permission based
To add and create invoice in the Payables Invoices dashboard in Wrapbook, your account must have one of the following roles enabled:
Role: Company Admin, Company Manager, or Project Coordinator
Custom role with:
AP invoices - Full access, or Create and manage
From the PAYABLES menu, you can add invoices by:
Whenever possible, we recommend using the project’s AP Inbox, as it’s typically the fastest way to add an invoice to a project in Wrapbook. When you use the AP inbox, OCR technology will automatically extract the invoice data, saving time and reducing errors.
What is OCR technology?
Optical Character Recognition (OCR) is a feature that automatically extracts data from documents that are sent, forwarded, or uploaded to the system.
Wrapbook’s OCR for payables invoices is designed to streamline your workflow while maintaining your control over the invoice review process.
After the system automatically extracts data:
You have the option to review and update the data extracted
You’ll always have the final say on what gets processed in Wrapbook
Key Benefits
OCR for payables invoices is designed specifically for production administrators to:
Save time - Reduce invoice processing to a few minutes with automated data extraction
Reduce errors - Automated data capture minimizes manual entry errors and flags potential duplicates
Centralize data - All invoices are automatically stored, organized, and tracked in the platform
Using the project’s payables AP Inbox
Whenever possible, we recommend using the project’s payables AP Inbox, as it’s typically the fastest way to process AP invoices.
File requirements
Each project’s AP Inbox has a unique email address that can accept files meeting the following requirements:
The accepted file formats for uploading are PDF, PNG, JPG, JPEG
The file size limit per invoice is 30MB
The inbox cannot accept password-protected PDFs
Sharing the project’s payables invoice email address with your vendors
Each project has a dedicated AP invoice email address that you can copy and share with vendors.
To see the AP email address for a project:
In the left-side navigation, click the dropdown menu to select the project that you want to see the AP Inbox email for
In the left-side navigation, expand the PAYABLES menu, then click Invoices
On the Invoices dashboard, click the Add invoice button
In the Add invoice popup, click the click the Copy email button to copy the email address for easy sharing with your project’s vendors
Click the X in the top-right corner of the popup to return to the project’s Invoices dashboard
You can share the email address that you just copied by pasting it into an email or text message sent to project vendors
Select the project, expand the PAYABLES menu, click Invoices, and then click the Add invoice button
In the popup, click the Copy email button
Uploading invoices to the AP Inbox
Authorized company members can upload invoices that have been saved on their computer to the AP Inbox by doing the following:
In the left-side navigation, click the dropdown menu to select the project that you want to upload a payables invoice for
In the left-side navigation, expand the PAYABLES menu, and then click Invoices
On the Invoices dashboard, click the Add invoice button
In the Add invoice popup, under Select invoices to upload, click the Browse files button to add an AP invoice that’s been saved to your computer. Alternatively, you can drag and drop the file directly into the popup.
Select the project, expand the PAYABLES menu, click Invoices, and then click the Add invoice button
Click the Browse Files button or drag and drop the invoice file into the popup
Reviewing invoices in the payables AP Inbox
When an invoice is sent to a project’s AP Inbox email address, it will appear in the project’s AP Inbox. Before you can process the invoice, you’ll need to:
Review the invoice and compare the details extracted by OCR to what appears in the documents
Update the invoice details if needed
Confirm the bank account and payment method
Save the invoice in payables
OCR status
When an invoice arrives in the AP Inbox, it enters the OCR scanning queue with a status of Processing until scanning completes successfully.
Once scanned, the invoice will show one of the following status:
Ready for review - Invoice has been scanned and has pre-filled all required fields for your review
Incomplete - Invoice has been scanned, but is still missing some required fields for you to verify and complete
Duplicate - Invoice has been scanned and potential duplicate information has been detected
Reviewing invoices and comparing the details
In order to save the invoice in payables, you’ll need to review the details extracted from the OCR scan.
Here’s how:
On the project’s payables Invoices dashboard, click the AP Inbox tab
Click the Create Invoice button next to an invoice that you want to review
Review the invoice image displayed on the left side of the screen and confirm that all information has been accurately captured in the Invoice details section on the right side of the screen
Click the AP Inbox tab, then click the Create Invoice button next to the invoice that you want to review
Compare the image of the invoice to what OCR has extracted and prefilled to the Invoice details on the right. You can click on any of the fields in Invoice details to update the information. When you’re finished, click the Save button.
Updating invoice details
Before processing vendor invoices sent to a project’s AP Inbox, you’ll always have the option to update any of the information listed under Invoice details
To update any of the information listed under Invoice details:
Click the field that you want to update
Enter the changes
Confirming the vendor
Every payables invoice in Wrapbook needs to be connected to a vendor listed in your company’s Vendors database.
If the name of the Vendor on the invoice matches an existing vendor in your company’s database, they’ll be automatically connected and you can proceed to the next step [link]
If the Vendor name that’s extracted from the invoice doesn’t match an existing vendor record in your company’s database, you’ll be prompted to either create a new vendor or match the invoice with an official vendor in the system
To create a new vendor, click the button and then enter the vendor information. To learn more, see Add a vendor.
To match the invoice with an existing vendor in your company’s database, click the search icon and begin typing the name of the vendor. Click the name once it appears to connect it to the invoice.
If the invoice cannot be matched with an existing vendor record, you’ll receive an alert
From here, you can click the search icon under Vendor to match the invoice with an existing vendor in your company’s database, or you can click the Create new vendor button to add a new vendor to the database
View and update vendor details
When processing invoices in the payables AP Inbox, you’ll also have the option to review and update the vendor’s details without leaving the page. If you make any changes to a vendor’s details, they’ll be applied to the vendor’s record in your company’s Vendors database.
You can access information on file for the vendor in the Invoice details, under Vendor
If your company has a copy of the vendor’s W9, it will be linked here. If the vendor doesn’t have a W9 on file, an alert will display saying: No W9 on file
You can click View vendor details to see the vendor record from your company’s Vendors database. To return to the Invoice details, click the Close button.
To update vendor details from a payables invoice:
Under Invoice details, click View vendor details
In the Vendor details panel, click the Edit vendor button
In the Edit Vendor popup, click on any of the fields to make changes
If you make any changes, click the Save Vendor button
Click View vendor details, then click the Edit vendor button
In the Edit Vendor popup, click on the fields to make your changes, and then click the Save Vendor button
Relieving and coding open POs in payables
You can use the Relieve open POs and Invoice details sections of the invoice to
Associate existing POs with the payables invoice
To learn more, see Relieving POs (Payables)
You can use the Invoice details to:
View and track POs that are related to the invoice lines
See PO line item data including PO #, Line #, Description, Amount and Close
Code the Line #s
In the Relieve open POs for this vendor, you can click to select the POs that should be added to the invoice. In the Invoice details section, you can click the Line # to code the transaction.
Creating an invoice in payables
If you prefer to manually enter the details for your payables invoices instead of using the AP Inbox:
In the left-side navigation, click the dropdown menu to select the project that you want to create a payables invoice for
In the left-side navigation, expand the PAYABLES menu, and then click Invoices
On the Invoices dashboard, click the Add invoice button
In the Add invoice popup, click the Create AP button
On the Invoice page, enter the required information
Invoice #
Invoice amount
Invoice date
Due date
State worked
Description
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Select the project, expand the PAYABLES menu, click Invoices, and then click the Add invoice button
Click the Create AP button
Attaching files to a payables invoice
To add a digital copy of the invoice document to the payables invoice:
Click the Attach files button to upload documentation from your computer
When you’re finished, click the Save button
Saving the payables invoice
Once the payables invoice is saved, it will have a status of either Unpaid or Paid:
Unpaid - Invoice has been created, but the POs have not yet been relieved
Paid - Invoice has been created, and the POs have been fully relieved