The Bulk Upload Bills feature uses the same logic as our AI Bill Scanner feature but lets you upload multiple supplier invoices at once.
Please refer to our AI Bill Scanner article if you need information about setup of the feature and mapping of the fields, or if you're only uploading a single supplier invoice for an order.
- Upload multiple bills at once
- Manage your bill uploads in the one area
- Let AroFlo find the matching order number(s) within your uploaded bills
- Search and match on any order in your system or create a new Purchase Order if a matching order can’t be found
- Multi-Billed Documents will be automatically split into separate bill imports
- AroFlo will prompt to confirm and change mapping if bill layouts have been updated
- Ability to email bills, greatly improving our current Supplier Invoice Imports feature (coming soon)
Feature video
Upload Supplier Invoices
The easiest way to upload Supplier Invoices is via the Bill Imports area (Accounts > Bills > Bill Imports option).
Alternative methods
- You can also access the Bill Imports area via the Bills Menu (Accounts > Bills) and click Bill Imports
- Alternatively, you can also go to a Bills List (e.g. the In Progress Bills List).
- Click Upload Bills.
- Either drag your invoices from your file explorer into the popup window that appears or click Upload Bills to select your files.
- From here, AroFlo will scan your invoices for relevant purchase order fields, as well as try to match them up with existing orders. A status appears beside each uploaded file. See below. Close the popup window once complete.
| Status | Description |
|---|---|
| Requires Verification | A matching purchase order has been found for the upload but the mapping fields need to be confirmed before the bill can be created. See AI Bill Scanner - Bill Upload Setup for more information on mapping fields. |
| Imported | A matching purchase order has been found for the upload and the mapping fields have already been confirmed. A bill has been created for the upload. |
| Requires Order | A matching purchase order has not been found for the upload and needs to be matched before a bill can be created. |
| Failed | File might be the incorrect type or too big. |
Action your Imports
Actioning imports is done from the Bill Imports area.
Where did you upload your Bills from?
You're already in the right place to action your imports.
Click Bill Imports from the sub-menu to get to the Bill Imports area.
By default, the Bill Imports area filters orders that require action. Choose ‘All Imports’ from the dropdown to see orders from all statuses, or alternatively, choose the status you want to see orders in, e.g. orders that were successfully imported and had bills created.
Select the status your order is in
This means that the AI Bill Scanner has found the matching purchase order for your uploaded bill, but you need to confirm the mapping before a bill can be created.
- Click the Requires Verification status indicator
- Confirm the mapping fields for this supplier's invoices. See AI Bill Scanner - Bill Upload Setup for more information on mapping fields.
If all fields have been confirmed, you won't need to do this step next time and your imports will upload successfully and create a bill at the same time.
- Continue Import
- Once the import is complete, click View Bill to open the Bill that was created, or alternatively, click Done to return to the list of imports.
How can I find my import again?
Your upload will now be in a status of Imported. Find it again by changing the dropdown filter to ‘Imported’ or ‘All Imports’.
This means that the AI Bill Scanner has found the matching purchase order for your uploaded bill, the mapping fields for this supplier have already been confirmed, so a Bill has now been created. Click the Bill Invoice Number if you need to open the resulting Bill that's been created.
This means that the AI Bill Scanner has not found the matching purchase order for your uploaded bill. You will need to link a purchase order to your upload before a bill can be created, or create one now if one hasn't yet been created.
- Click the Requires Order status indicator
- A popup displays showing the bill you uploaded. Find the related purchase order using the search area and click Select
The information at the top right of the purchase order search will tell you the order number found from the upload, and also tell you the page of the document you're currently actioning. After you make a selection, the order number will change.
- Continue Import to confirm
- If you haven't confirmed the mapping fields for this supplier's invoices, do this now for this import and Continue Import to proceed. See AI Bill Scanner - Bill Upload Setup for more information on mapping fields. If you've already mapped the fields for this supplier, then you'll skip ahead to the next step.
- Once the import is complete, click View Bill to open the Bill that was created, or alternatively, click Done to return to the list of imports.
How can I find my import again?
Your upload will now be in a status of Imported. Find it again by changing the dropdown filter to ‘Imported’ or ‘All Imports’.
If you're yet to create a purchase order for any uploaded invoices, you can easily create one now.
- Click the Requires Order status indicator
- A popup displays showing the bill you uploaded.
- Click Create Order
- Start typing the name of the supplier in the Supplier Name field and select it from the list of results.
- Alternatively, click
(search) to bring up the Search Supplier window and select the supplier from there
- Alternatively, click
- If the order should be attached to a task, start typing the name of the task in the Task Name field and select it from the list of results.
- again, alternatively, click (search) to bring up the Search Task window and select the relevant task from there
- Use the columns at the top to sort the list if necessary
- Click Columns if you need to add additional columns
- Drag the columns if you want to reorder them
- again, alternatively, click
- Continue Import to confirm
- If you haven't confirmed the mapping fields for this supplier's invoices, do this now for this import and Continue Import to proceed. See AI Bill Scanner - Bill Upload Setup for more information on mapping fields. If you've already mapped the fields for this supplier, then you'll skip ahead to the next step.
- Once the import is complete, click View Bill to open the Bill that was created, or alternatively, click Done to return to the list of imports.
How can I find my import again?
Your upload will now be in a status of Imported. Find it again by changing the dropdown filter to ‘Imported’ or ‘All Imports’.
Alternatively, you can still create a purchase order in the usual manner and then return to the Bill Imports area to upload your bill and link the order you just created to the upload by using the search field.
Delete upload
If you need to delete an upload, click the 
(three dots) to the right of the status indicator > Archive.
Choose ‘Archived’ from the dropdown filter if you need to view archived uploads.
What happens if I have accidentally imported a duplicate bill?
If you upload a bill that has already been uploaded, a second bill will be created (against the order, if found), however, line items will not be added. If necessary, you can delete the bill from the order.
Multi-page Uploads
When uploading supplier invoices containing multiple invoice/bill numbers and/or purchase orders, AroFlo will split the order for you. Follow the instructions as above to upload your bill and verify orders as necessary by mapping the fields. If all fields are mapped and order numbers have been found for what was uploaded, the status will be Imported and Bills will be created. Choose ‘All Imports’ from the dropdown to see the bills that were created.
When working with uploads that Require an Order, use the information at the top right of the purchase order search to see the order number found from the upload, and also so you know which page of the document you're currently actioning.
The order number will change after you make a selection.
