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      Understanding The Prendio AP Management Role

      Updated on April 14, 2025

       

      Once vouchers have been prepared in the Accounts Payable role, they move to the AP Push of the AP Management ready to push by export or to an ERP system.

      The AP Management role also has the ability to run reports and generate exports as needed.

       

      Prerequisites

      The Prendio AP Management role is required. User roles are assigned by a Company Admin.

      General Configuration

      Tolerances

      AP Push - Selected Actions

      Let's Align

      Completing A Push

      Unpaid Bills

      Paid Bills

      Reports

      Exports

       

       

      AP Management > General > Accounting

       
      New Supplier Approval can be enabled. To enable this feature click in the New Supplier Approver pulldown menu to select a Prendio User from the list. Once enabled, that user will need to approve any new supplier requests for your company:

       

      Enable ERP Integration This feature is not selected by default. When not enabled Prendio orders are Exported as CSV (comma separated values) files for manual import into the ERP System. When enabled these orders can be pushed to the configured ERP System:

      Note: The initial ERP Integration is completed with the assistance of the Prendio Technical Support. Please contact the support team by completing the Support Ticket Request Form when any changes are necessary.

       

      ERP Connector Setup

      The available ERP Systems appear in the ERP Connector menu:

      The available selections are Prendio Quickbooks Online Connector, Prendio Quickbooks Desktop Connector, Prendio NetSuite Connector, Prendio Oracle Fusion Connector, Prendio MS Business Central Connector, and Prendio Sage Intacct Connector

       

      All of these selections communicate website to website (online connector) with the exception of Quickbooks Desktop.

      Note: Quickbooks Online will be used in this example.

      The Renew Connection button is used to re-establish communication between the Prendio and Quickbooks secure websites:

       

      Prendio Flexible Segments

      Common ERP Segments are how the Segments are named internally in Prendio. These names cannot be modified.

      Prendio Segments are how the Segments are named in the Prendio User Interface (examples: Carts, Accounts Payable and AP Push):

       

      The default names are used here. These can be changed to match the ERP Naming:

       

      Below are Optional Segments and can only be enabled with the assistance of Prendio Technical Support. Please contact the support team by completing a Support Ticket Request Form when any changes are necessary:

       

      With the Prendio online connectors an AP Push Bundle can be selected. This will attach the document(s) in PDF format to the orders and these bundles will be pushed to these ERP Systems.

      The documentation selections available display in the AP Push Bundle pulldown menu. The      selections include Invoice + PO + Packing Slip(s) + Approval Summary, Invoice + PO + Packing Slip(s), Invoice + PO + Approval Summary, Invoice, and (do not attach any documents):

       

      The Tax and Freight Assignment menu has two selections, Distributed to Lines and Specific Accounts. Selecting Distributed to Lines distributes the tax and freight between each line item in the order. Selecting Specific Accounts allows the Tax and Freight to be assigned individually to a GL Account:

       

      Accounting notes can be added via Accounting Note on Scan Match page.  Notes added here will appear in the Scan Match window for the Receiver and Accounts Payable roles:

       

      Users have the ability to automatically push vouchers by adjusting settings set in AP Push Automation.  When enabled, the AP Autopush process will run every 30 minutes.

      *Please note that this capability is currently only available for companies using NetSuite or QuickBooks Online ERP systems.

      Users can select from dropdown menu which areas will auto push:

      Email notification preferences for the automated push can be selected:

       

      Save on the bottom right of the page when the configuration is complete:

       

       

       

       
      AP Management > General > Tolerances
      Tolerances allows users to set thresholds for POs created using a punchout or for pricing increases. Tolerances will determine if a PO created via punchout needs to be processed by a buyer.  It also determines if a PO needs to be routed back through approvals due to a pricing increase.
       
       

      Buyer PO Creation - Where the maximum amount for a Punchout Order that does not require a Buyer Review is entered.

      Buyer PO Re-Approval - Where the monetary amounts are added for the percentages of a PO change to that amount determine whether re-approval is required:

       

      Receipt Creation - The percentage of the quantity of an item received per order line without a PO revision:

       

      Save when a change is made:

       
       
       
       
       
       

      AP Management > AP Push > Selected Actions

      Note: Clicking on the links in the Voucher, PO, and Supplier columns will open these in a new browser tab. Clicking on the link in the Part Description column allows the user to rename or edit this description.

       
      These fields inform the how many vouchers are in this window, how many vouchers include error messages, how many vouchers are selected, who performed the last PDF Bundle export, who performed the last CSV export, and who performed the last push:
       

      The Selected Actions pulldown menu lists the actions that can be taken after voucher(s) are selected in the AP Push window.

       

      The Selected Actions pulldown menu to display the following choices:

      Push to ERP...Let’s Push by Connector select this to push the selected voucher(s) to your ERP System.  Note: If ERP Integration was not enabled, Push to ERP... Let’s Push by Export would display. This method exports a Bills Headers and Bills Details CSV file for import into an ERP System.
      Mark Vouchers as Pushed does not push the selected vouchers to an ERP System. This action moves them to Paid Bills and Marked as Pushed will display in the Payment column. This selection is usually for bills paid outside of the system.
      Revert Vouchers will revert the selected vouchers to the Accounts Payable > Vouchers window.
      Export Listing File will create a CSV file that includes all the information in the AP Push window for the selected vouchers.
      Create PDF Invoice Bundle will open the Export Selected PDFs window:
      Users can select between a Purchase Order Bundle or an Invoice Bundle select the documents to be included in the bundle for the vouchers selected.  Export to create the Bundle.

       

       

      AP Push Window

      Users can click on the link in the Voucher, PO, or Document Columns to view these in a new tab. Selecting the link in the Supplier Column will open the Supplier Detail window for that supplier. Click on the link in the Part Description Column to edit/change the description:

      The Project, Department, and GL Account dropdown menus display what was selected in these segments for each order. Note: These dropdown menus can also be used to change these selections to another segment:
       

      Let’s Align is used to align the Suppliers, Projects, Departments, and GL Accounts between Prendio and the ERP System:

       

      Use the Refresh icon rather than the Browser Refresh icon to refresh the AP Push tab:

       

      In these examples Supplier not found in ERP and Department not found in ERP displays for these vouchers. This means that a Let’s Align is needed.

      Note: If red text appeared in the Project, Department, or GL Account a Let’s Align or a selection from one of these menus would also be needed for these. With Projects, Departments, and GL Accounts a Let’s Align can import these into Prendio during a Let’s Align but a Let’s Align cannot create these resources in the ERP System.
       

      A Checkmark & PDF Icon will display in the Status column when the Voucher is ready to be Pushed:

      If No Checkmark appears, that Voucher is not ready to push. If a Spinning Clock Icon displays, the system is creating the AP Push Bundle for that Voucher.

       

      Additional Notes:
      If the Checkmark does not appear, the voucher cannot be pushed:
      If a PDF Icon does not display in the Status column, either that ERP System does not support AP Push Bundles or a bundle was not selected.
      Double clicking on the PDF Icon will open the Bundle in a new browser tab.

       

       

       

       

      Let’s Align

      Any unmapped accounting segments or suppliers will display an error message.  These areas must be mapped before a push can be completed:

       

      Users can perform a Let’s Align to map these areas.  Select Let's Align:

       

      A Let's Align window opens.  Users can select Refresh to connect Prendio with the ERP system.  In this example if Refresh was grayed out, Renew Connection would need to be pressed to renew the connection with Quickbooks first. Refresh is then pressed to align the Prendio resources with the ERP Resources:

      When Prendio connects with the ERP system, Awaiting Refresh is displayed in the Let’s Align window.  The System Activity field captures feedback during the Let’s Align Process.

       

      Prendio will detect the unmapped suppliers and segments during the Let's Align and list them for the user:

       

      The Suppliers and Accounting Segments that need alignment were found. Typing the name of the supplier via the ERP field to see if a match in the ERP system is listed:

      If a match is found, users can select that supplier to map the ERP Equivalent to the Prendio supplier.  If a supplier is not found, the supplier does not exist in the ERP system.  Users can select Create New Supplier to allow Prendio to automatically create the supplier in the ERP system (along with remit address and payment terms) and map the supplier:

       
      Users can attempt to map Segments if the segments exist in the ERP system.  Type the name of the segment via the ERP field:
      If a match is found, users can select that segment to map the ERP Equivalent to the Prendio supplier:
      If a segment is not found, the segment does not exist in the ERP system.  Users must manually create the segment in the ERP system before it can be mapped via a Let's Align.  If users are unable to create an equivalent in the ERP system, Fix it Later can be selected to complete at a later time.
       
       

      Select Send to ERP to complete the mapping process for any suppliers or segments.  The Let’s Align window will automatically close when the alignment is complete:

       

       

       

      Completing A Push:

      During a push to the ERP System many actions are taking place. Along with pushing the selected for payment, the system also checks for duplicates and updates the status of previously pushed bills prior to the current push.

      The Status column displays Green Check Marks, so are ready to push:
       

      Check the top checkbox to select all vouchers or check individual voucher(s):

       

      In the Selected Actions menu, select Push to ERP...Le'ts Push by Connector:

       

      A Let’s Push window appears.  Prendio allows the user to push supplier remit address changes when this box is checked:

       

      Select Push to push the bills to the ERP System.  The progress displays in the System Activity field:

       

       

      When the push is complete, the Let's Push window will automatically close.  All of the vouchers successfully pushed and Last AP Push field was updated:

       

      The pushed vouchers were move from the AP Push to Unpaid Bills:

      Any vouchers that were pushed prior to this push, and paid through the ERP System or via Payments in Prendio prior to this push, were moved to the AP Management > Paid Bills window.

       
      *Please note that if not integrated with an ERP System, users can Push by Export.  For more details, please visit: AP Push by Export.
       
       
       
       
       
       

      AP Management > AP Push > Unpaid Bills

      Note: Clicking on the links in the PO#, Inv#, and Voucher# columns will open these in a new browser tab. The columns in this window that have an Arrow icon in the heading can be sorted using this icon.

      There are several options available in Unpaid Bills:
      Refresh refreshes the window after a search was performed.
      Revert Selected Items is used to move any selected bills back to the AP Push window.;
      Request Bill Payments is used to update the selected bills after payment was made in the ERP System;
      Export To CSV exports the information for the bills in this window to a CSV File;
      Pressing Status Check opens the Status Check window where the status of the CSV file export can be checked and the file downloaded when complete;
      The <filter list> field can be used to filter/search for information in this window.

      Check the top checkbox to select all bills or check individual boxes for individual bills.

       

      Requesting Bill Payments

      Vouchers paid in a company's ERP System can be updated in Prendio to move the vouchers from Unpaid Bills to Paid Bills.  Select the vouchers that have been paid in the ERP system:

       

      Followed by Request Bill Payments:

       

      OK the Prompt that appears to continue with the payment updates.  The Request Bill Payments window will open while the payments are being updated and automatically close when complete.

      The vouchers that the ERP System responded as Paid, will be moved to the Paid Bills window.

       

      *Please note that if not integrated with an ERP System, vouchers will move from AP Push to Pushed Bills tab instead of Unpaid Bills.  Users will need to keep track of payments to vouchers outside of Prendio.  For more details, please visit AP Push by Export.

       

       

       

       

      AP Management > Paid Bills

      Note: Clicking on the links in the PO#, Inv#, and Voucher# columns will open these in a new browser tab. The columns in this window that have an Arrow icon in the heading can be sorted using this icon.

       
      The details for paid voucher can be viewed in the Payment column:
       
      There are several options users can select from in Paid Bills:
      Date Range - The default is for the last month of Paid Bills to display. This can be changed by Clicking in the Calendars.
      Refresh - refreshes the window after a search was performed;
      Revert Selected Items - Used to move any selected bills back to the AP Push window.  Note: Only bills that were Marked as Pushed can be Reverted. These bills will have a Checkbox in the far left of this window. Bills that were pushed to and paid through the ERP System cannot be reverted.
      Export To CSV - Exports the information for the bills in this window to a CSV File.
      Status Check - Opens the Status Check window where the status of the CSV file export can be checked and the file downloaded when complete;
      The <filter list> field can be used to filter/search for information in this window.
      Search Column - allows the user to narrow down where in the Paid Bills window to search for the data entered in the filter list field. Select Column allows you to pick which column to search for this data.

       

      *Please note that if not integrated with an ERP System, vouchers will move from AP Push to Pushed Bills tab instead of Unpaid Bills > Paid Bills.  Users will need to keep track of payments to vouchers outside of Prendio.  For more details, please visit AP Push by Export.

       

       

       

       

       

      AP Management > Reports

       

      Prendio offers a variety of different reports that users can run from the Reports tab.  For a list of reports offered and details included in each report, please visit: Reports in Prendio
       

      From the Report dropdown menu, select the report to run:

       

      Depending upon the report selected, additional fields and filters may need to be completed before users can request the report:

       

      After any necessary selections are indicated, the Email Report and Status Check buttons will be available:

      Email Report will email the report to the user that requested it when it is complete.

      Run Report is only available for the AP Order Analysis report.  Selecting this will generate the report in the Reports window.

      After Email Report is selected, users will receive a copy of the report at their email address.

      Users can also select Status Check to open Status Check window where the progress of the request can be updated, and the report downloaded when it is complete.  The Status Check window can also be used to monitor the progress of the request can be updated and the report downloaded when it is complete.

       

       

       

       

      AP Management > Exports

      Purchase Order, Invoice, and Payment Export Bundles can be via Exports. These bundles are exported in a compressed format (zip file) and contain the PDF documentation requested.

       A variety of exports can be requested from Exports. For additional details, please visit: Understanding The Available Prendio Bundles
       
      There are three additional Bundle selections available in the Exports window. Each of these selections can include optional documentation and Selection Criteria.
       
      Select the bundle to generate (Purchase Order Bundle, Invoice Bundle, Payment Bundle):
       

      Select the documentation files to include in the bundle:

       

      Complete any Selection Criteria to refine the bundle search:

       

      When complete, select Export to create the bundle. The Export button will be grayed out while the system is processing a request, it will become available again when the request is complete:

       
       
      While the bundle is processing, users can select Status Check to open the Status Check window where the progress of the request can be updated, and the export downloaded when it is complete.