Accounts Payable for Epicor BisTrack
Every vendor document in the AP mailbox is read overnight and matched to BisTrack’s open purchase orders and receipts. Your team imports what’s right as a supplier invoice batch and chases only what isn’t.
Accounts payableUpdated Oct 202620 ERPs
See it work on BisTrack.
Click through the steps. Fictional data, in BisTrack’s terms; the real thing runs on BisTrack.
Read overnight: vendor, invoice number, PO, lines, total.
The problem, as it happens in BisTrack.
Vendor invoices arrive as PDFs, photos and the odd spreadsheet statement, and the AP desk retypes them, finds the PO in BisTrack, finds the receipt, and pulls the signed delivery ticket from BisTrack Document Management to staple behind. Most of them match. All of them take the same time.
The ones that don’t match are the ones that matter, and they’re buried in the pile: a quantity short on the receipt, a price off the PO, a statement line nobody can place. By the time someone emails the vendor, the discount date has passed.
How it works.
- 1
Documents come in overnight
One pass a night reads what landed in the AP mailbox: invoices, statements and credit memos, as PDFs, photos or spreadsheets. EDI invoices from your buying group’s marketplace come in the same way.
- 2
Each one is matched to BisTrack
Vendor, PO, receipt and amounts, line by line against what BisTrack has. Any figure BisTrack can’t confirm is read twice, by two different models, and only agreement counts. A disagreement waits for a person.
- 3
The board sorts the work
Perfect matches sit in Ready to pay. Discrepancies land in Issue identified with the difference spelled out. Vendor questions are drafted; a person sends them, and the reply lands on the card.
- 4
Your team enters what’s right
Matched invoices go into BisTrack the way they always have, as a supplier invoice batch. The signed delivery ticket is appended behind the invoice as one PDF, and a person imports or keys the voucher.
How it connects to BisTrack.
Lunica reads BisTrack’s open purchase orders, receipts, vendor file and AP subledger through a read-only login to the BisTrack SQL Server database and its reporting views, and the AP mailbox and scan share for the documents themselves. Each document is matched to its PO and receipt line by line. Figures BisTrack can confirm are trusted; figures it can’t are read by two models and accepted only when they agree. Marketplace EDI invoices are fetched as data and matched the same way.
Nothing is posted to BisTrack on its own. A matched invoice goes back as a supplier invoice batch, imported or keyed by your team, and BisTrack matches it to the receipt as it always has. Vendor questions are drafts until a person sends them. The signed delivery ticket from BisTrack Document Management is appended behind the invoice as one PDF, the file the AP desk used to assemble by hand.
What a week looks like.
- Clean invoices stop costing time.
- Every exception says what’s wrong and by how much.
- Delivery tickets attach themselves.
- Statements reconcile line by line against BisTrack’s subledger.
Questions
Does Lunica post vouchers to BisTrack?
No. The board tells you what’s right. A matched invoice becomes a supplier invoice batch; your team imports or keys it, and nothing lands in BisTrack without a person.
What about EDI invoices?
Marketplace EDI invoices are fetched as structured data, never read by a model, and matched to BisTrack by invoice number and PO.
Do vendor emails go out automatically?
Never. Vendor questions are drafts until a person sends them.
How accurate is the reading?
Figures BisTrack can confirm are trusted. Figures it can’t are read by two independent models and only agreement is accepted; anything else waits in Issue identified for a one-click pick.
What about expense invoices with no PO?
Vendors you tag as expense skip the PO match and go straight to coding review.
What happens to the scanned delivery tickets?
They keep flowing into BisTrack Document Management as before. Lunica reads them and pairs each ticket with its invoice; the archive keeps working exactly as it did.
Does it need a server?
Lunica runs on one Windows server inside your network, beside BisTrack’s SQL Server, set up and maintained by Lunica. It reads Epicor BisTrack through a read-only login to the BisTrack SQL Server database and its reporting views. There is no inbound connection from outside your network.
What does Lunica read in BisTrack?
The customer record, open items and terms, purchase orders and receipts, the product record, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to BisTrack?
Nothing lands in BisTrack without a person. What belongs in BisTrack goes back as a BisTrack import where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in BisTrack Document Management. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Accounts Payable is written for every system on the list. You’re reading the BisTrack version.
See it on your BisTrack data.
Thirty minutes. We walk the workflow on BisTrack data, then map it to yours.