When a draft bill is created by uploading an invoice pdf, Airwallex will use OCR technology to detect the vendor name on the invoice. If there is a match with a vendor in Vendor Management, we will populate that vendor on the bill form.
You can manually update the vendor selected using the vendor dropdown, which displays all the vendors available in Vendor Management. You can also create a new vendor, if you have the user permission to create vendors, by clicking ‘Create new vendor’ at the bottom of the vendor dropdown. Depending on your company’s approval configuration, this new vendor may be created in a ‘Pending approval’ state. You may submit the bill with the vendor still pending approval, but note that the bill can only be approved when the vendor is approved and in an ‘Active’ state.
Once a vendor is selected, any accounting automation rules configured for that vendor will automatically apply to the bill. For example, line item tax codes, departments, and locations may be pre-filled. You can still manually override these fields with other values when editing the bill if needed.
If you need to view or edit the vendor details, you can do so from within your current view of the bill, without having to click out from Bills and into Vendors, by clicking on ‘View vendor’ next to the vendor selected. You can do this if you have user permissions to View and Edit vendors.