SyteLine Accounts Payable Automation Workflow Guide
Accounts payable automation in SyteLine reduces manual data entry, accelerates invoice processing, and strengthens internal controls. From three-way matching of PO, receipt, and invoice to automated payment runs, SyteLine provides comprehensive AP workflow capabilities. This guide covers the configuration of voucher processing, matching tolerances, approval routing, and payment automation.
Voucher Entry and Three-Way Matching
AP voucher processing begins on the Voucher Entry form (SLVouchers IDO) where vendor invoices are recorded against purchase orders. SyteLine supports automatic three-way matching between the PO (po and poitem tables), the inventory receipt (matltran records), and the vendor invoice. The matching process compares quantities and unit costs against configurable tolerances. Matched vouchers proceed to approval; unmatched vouchers flag for resolution.
- Create vouchers on the Voucher Entry form by referencing PO numbers for automatic line population
- Three-way matching compares PO quantity, received quantity, and invoiced quantity within tolerance
- Configure matching tolerances in AP Parameters: quantity tolerance (%), price tolerance (amount and %)
- Matched vouchers auto-distribute to the GR/IR accrual account to clear the receipt accrual
- Non-PO vouchers route to manual GL account distribution with expense coding by the submitter
Approval Workflows and Controls
SyteLine supports voucher approval workflows that route invoices for review based on amount thresholds, vendor classification, or GL account distribution. The Approval Process form defines approval rules, routing sequences, and escalation paths. Pending vouchers appear on the Voucher Approval queue where approvers can approve, reject, or request additional information. Approved vouchers become eligible for payment scheduling.
- Define approval thresholds in AP Parameters to route vouchers exceeding dollar limits for management review
- Configure multi-level approval chains for high-value invoices with sequential or parallel routing
- Enable GL account-based approval where specific expense accounts require department manager sign-off
- Rejected vouchers return to AP staff with rejection reason and comments for correction or vendor dispute
- Segregate voucher entry, approval, and payment processing roles for internal control compliance
Payment Processing and Automation
The Payment Selection utility generates payment proposals based on due dates, discount terms, and cash availability. The SLAPPayments IDO processes selected invoices into check runs or EFT batches. SyteLine calculates early payment discounts and prioritizes payments to maximize discount capture within cash constraints. Payment output supports printed checks, EFT files for bank transmission, and positive pay files for fraud prevention.
- Run Payment Selection to generate proposals based on due date, discount date, and available cash balance
- Configure early payment discount calculation to prioritize invoices where discount capture exceeds cost of capital
- Generate EFT payment files in bank-required formats (ACH, NACHA) for electronic funds transfer
- Positive pay file generation sends authorized payment details to the bank for check fraud prevention
- Payment posting clears the AP liability and creates cash disbursement entries in the GL
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