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

Important:

• Workflow Groups must be enabled for E2D to work

• Enabling E2D will initiate billing

• Contact Aqilla Support or your Account Manager before enabling to avoid unexpected charges

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)

• Optional description

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

• Cost Account Selection (predicted by AI by default)

• Allowed 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, all incoming invoices will appear in the Draft Purchase Invoice Inbox.

This inbox shows:

• Received invoices

• Invoices ready to process

• Invoices that need attention

From here, you can:

• Filter invoices (for example, missing supplier)

• View imported, deleted, or processed invoices

• Open invoices for review

Example: If an invoice shows “Missing Supplier”, you will need to assign one before processing.

Step 4: Review Invoices in the Draft Editor

Clicking an invoice opens the Draft Purchase Invoice Editor.

This is where the system:

• Scans the invoice

• Extracts key data (supplier, dates, totals, VAT, lines)

• Maps data into Aqilla fields

Each field is given a confidence rating to show how accurate the system believes it is.

What you should do here:

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

• Review all line items

• Add missing required fields (such as cost account)

• Correct anything with low confidence

Key things to know:

• Supplier is automatically matched using name and address

• Cost account must be entered manually

• VAT and totals are calculated from the invoice

• You can add or delete lines if needed

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: Process (Play button)

You will be prompted to confirm.

2. Select: Create

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.

Common issues:

• Required fields are missing

• Supplier not identified

• Custom attributes not completed

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.

Example:
If sender email contains “hudson.co.uk”
Then set Supplier = Hudson Buildings

You can apply rules to:

• Supplier

• Header fields

• Line fields

• Projects

• Custom attributes

This ensures consistency and speeds up processing.