Accounts Payable (AP) Module
Vendor invoice management, payment runs, AP aging, and integration with Docuphase OCR workflow and PEPPOL eInvoicing at Aidacare.
Module Profile
- Module
- Accounts Payable (AP)
- GP Series
- Financial
- Purpose
- Manage vendor invoices, payment runs, AP aging, and creditor reconciliation
- OCR / Workflow
- Docuphase / OnPhase — invoice OCR and approval workflow automation
- eInvoicing
- PostMaster Connect — PEPPOL AP eInvoicing receiver
- Payment Methods
- EFT / Cheque TBD — Requires Aidacare validation
AP Invoice Workflow (End-to-End)
Standard invoice flow through Docuphase to GP posting:
Key Integrations
Docuphase (OnPhase) — AP Integration Overview
AP OCR & Workflow- Product
- Docuphase (also referred to as OnPhase)
- Function
- AP invoice OCR extraction and approval workflow automation
- Validation Engine
- IRIS Verify — validates invoice data before approval routing
- Integration Point
- Posts approved invoices directly to GP AP module
- Invoice Sources
- Email / scanned documents / PEPPOL eInvoices
- PEPPOL Routing
- PostMaster Connect receives PEPPOL eInvoice → routes to Docuphase
- SOP Coverage
- 4 dedicated SOPs for Docuphase issues (see SOPs tab)
Known Issues & SOP-Covered Scenarios
Docuphase may capture duplicate invoices if the same document is submitted via multiple channels (e.g., email and PEPPOL simultaneously).
- SOP
- SOP_Duplicate Invoices.docx
- Location
- GP Functional Module SOPs/Finance/Docuphase/
Invoices can become stuck in the Docuphase workflow if approvers are unavailable, delegation is not configured, or there is a system error in the workflow engine.
- SOP
- SOP_Invoices Stuck in Workflow.docx
- Location
- GP Functional Module SOPs/Finance/Docuphase/
Approved invoices in Docuphase may fail to post to GP AP due to GL account mapping errors, vendor setup issues, or connectivity problems between Docuphase and GP.
- SOP
- SOP_Not Posting to GP.docx
- Location
- GP Functional Module SOPs/Finance/Docuphase/
The IRIS Verify validation queue can accumulate a backlog if invoices fail automated validation checks (e.g., ABN mismatch, vendor not found, amount discrepancy).
- SOP
- SOP_Validation Backlog (IRIS Verify).docx
- Location
- GP Functional Module SOPs/Finance/Docuphase/
AP eInvoicing — PEPPOL Receive Flow
PostMaster ConnectAidacare receives supplier eInvoices via PEPPOL. The flow passes through PostMaster Connect to Docuphase, then into GP AP.
PostMaster Connect — Platform Details
- Platform
- PostMaster Connect
- Server
- AIDAPOS01V
- Function
- Aidacare's PEPPOL Access Point — both send (AR) and receive (AP) eInvoices
PEPPOL Network Connections (AP)
- ATO AU/NZ PEPPOL
- Connected — Australian and New Zealand government PEPPOL network
- International PEPPOL
- Connected — International supplier eInvoices
- Coupa
- Connected — Coupa procurement network integration
- Tungsten
- Connected — Tungsten Network (formerly OB10)
Source: eInvoicing@Aidacare.docx
assets/docs/GP Tech Support SOP Documents/GP Functional Module SOPs/Finance/
AP Core SOPs
Account Payables/- File
- SOP_AP Batch Posting Failure.docx
- Location
- GP Functional Module SOPs/Finance/Account Payables/
- Trigger
- AP payment or invoice batch fails during posting to GP — impacts GL balance
- Impact
- GL AP control account will not match AP aging; period-close blocked if not resolved
- File
- SOP_AP Invoice Processing Failure.docx
- Location
- GP Functional Module SOPs/Finance/Account Payables/
- Trigger
- Invoice fails to process from Docuphase to GP AP — vendor or GL account issues
- File
- SOP_Payment Run Failure.docx
- Location
- GP Functional Module SOPs/Finance/Account Payables/
- Trigger
- GP payment run fails — EFT/cheque batch does not complete or bank file not generated
- Impact
- Vendor payments delayed; potential duplicate payment risk if re-run without investigation
Docuphase / OnPhase SOPs
Finance/Docuphase/- File
- SOP_Duplicate Invoices.docx
- Trigger
- Same invoice captured twice in Docuphase — multi-channel submission or OCR duplicate
- File
- SOP_Invoices Stuck in Workflow.docx
- Trigger
- Docuphase workflow stalled — approver unavailable, delegation not configured, or system error
- File
- SOP_Not Posting to GP.docx
- Trigger
- Approved invoice in Docuphase fails to post to GP AP — GL mapping or connectivity issue
- File
- SOP_Validation Backlog (IRIS Verify).docx
- Trigger
- IRIS Verify validation queue backlog — invoices failing automated checks (ABN, vendor, amount)
Open Items & TBD
| Item | Status | Action Required | Priority |
|---|---|---|---|
| Payment terms configuration | TBD | Standard vendor payment terms (e.g. 30 days EOM) not documented. Obtain from Aidacare AP team. | Medium |
| Bank file format for EFT payments | TBD | Bank file format (ABA, BECS, etc.) and bank connection not documented. Confirm with Aidacare treasury / finance. | High |
| GRNI reconciliation process (AP side) | TBD | How GRNI accruals are cleared in AP when invoices are received not fully documented. Cross-reference with Procurement module. | Medium |
| Payment methods active (EFT / cheque / BPay) | TBD | Which payment methods are configured and active in GP AP requires Aidacare validation. | Medium |
Risk Register
If payment run fails and is re-run without investigation, duplicate payments may be generated. Always refer to SOP_Payment Run Failure.docx before re-running.
Large volumes of invoices pending approval in Docuphase at month-end can delay AP period close. Monitor IRIS Verify queue and workflow backlogs proactively in the week prior to month-end.
If PostMaster Connect (AIDAPOS01V) is offline or misconfigured, supplier PEPPOL eInvoices will not reach Docuphase and will be lost from the AP queue without alert.
Mitigation: Monitor PostMaster Connect service health on AIDAPOS01V. Refer to systems infrastructure documentation for server details.