Exception management
Exception management
for AP invoice queues
Every invoice that needs attention lands in a shared queue with the exact reason it is stuck.
The question: How do I reduce invoice exceptions and clear the AP exception queue faster?
The short answer
Most AP time goes into exceptions, not clean invoices. InvoiceIQ AP by Analytos files every invoice into a routed, shared inbox folder with the exact reason it needs attention: price variance, pending receipt, possible duplicate, unreadable PO, or a line it could not code. Clean invoices go to Ready; everything else carries its cause, so reviewers fix the problem instead of hunting for it.
- Non-PO · ready14
- Non-PO · review3
- PO · ready9
- PO · pending receipt5
- Statements2
- Credits1
How it works
- Step 1
Classify
Statements, credits, receipts and prepayments are recognised and routed away from the invoice queue.
- Step 2
Check
Every invoice runs the match checks and the total check.
- Step 3
Route
Each lands in a folder: ready, review, pending receipt or processed, for PO and non-PO separately.
- Step 4
Explain
The card and the match report state which check failed and why.
- Step 5
Resolve
A reviewer corrects, approves or holds; a fix can apply to this invoice or become the rule.
Exceptions, and what happens to each
| Situation | What InvoiceIQ does |
|---|---|
| Price variance | Shown with the order rate, the invoice rate and your tolerance. |
| Pending receipt | Held and advanced automatically by the nightly job when goods are received. |
| Possible duplicate | Blocked with the earlier invoice it matches. |
| Uncategorised product | Put on the watchlist instead of being coded to a guessed account. |
| ERP rejected the posting | Translated into AP guidance: duplicate reference, inactive item with the path to fix it, closed period, subsidiary mismatch. |
Controls
- The inbox is held server-side, so it is the team’s queue rather than one person’s browser
- Every posting attempt, including refusals, is on the Posting Log with who clicked it
- Recurring corrections are offered as rule changes for an approver to accept
Is this a fit?
A good fit when
- Your exception backlog is the bottleneck, not capture
- Several people share one AP queue
- You want to see why an invoice is stuck without opening it
Not the right tool when
- You need SLA escalation to named owners across departments (not built today)
Evidence
- CapabilityRouted folders for PO, non-PO, statements, receipts, credits and prepayments.
- CapabilityNightly re-check of every bill waiting on goods, with overdue ones emailed to the PO originator.
How we label claims: evidence and claims policy.
Frequently asked
questions
It routes by folder and reason, and emails the PO originator about overdue receipts. It does not run a per-person SLA engine today.
Yes. A clerk chooses “this invoice only” or “this rule”. When the same correction recurs, it is offered as a rule for an approver to accept.
No. Statements, credits, receipts and prepayments are recognised and routed to their own folders.
In plain English with the fix, not as raw ERP codes.
Related questions
See InvoiceIQ AP on your own documents
InvoiceIQ AP by Analytos: ai accounts payable automation. A walkthrough starts with your real supplier invoices, purchase orders and receipts.