Accounts Payable for Epicor Prophet 21
Every vendor document in the AP mailbox is read overnight and matched to Prophet 21’s open purchase orders and receipts. Your team imports what’s right as a voucher import and chases only what isn’t.
Accounts payableUpdated Oct 202620 ERPs
See it work on Prophet 21.
Click through the steps. Fictional data, in Prophet 21’s terms; the real thing runs on Prophet 21.
Read overnight: vendor, invoice number, PO, lines, total.
The problem, as it happens in Prophet 21.
Vendor invoices arrive as PDFs, photos and the odd spreadsheet statement, and the AP desk retypes them, finds the PO in Prophet 21, finds the receipt, and pulls the signed delivery ticket from Document Link 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 Prophet 21
Vendor, PO, receipt and amounts, line by line against what Prophet 21 has. Any figure Prophet 21 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 Prophet 21 the way they always have, as a voucher import. The signed delivery ticket is appended behind the invoice as one PDF, and a person imports or keys the voucher.
How it connects to Prophet 21.
Lunica reads Prophet 21’s open purchase orders, receipts, vendor file and AP subledger through a read-only login to the Prophet 21 SQL Server database, and the AP mailbox and scan share for the documents themselves. Each document is matched to its PO and receipt line by line. Figures Prophet 21 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 Prophet 21 on its own. A matched invoice goes back as a voucher import, imported or keyed by your team, and Prophet 21 matches it to the receipt as it always has. Vendor questions are drafts until a person sends them. The signed delivery ticket from Document Link 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 Prophet 21’s subledger.
Questions
Does Lunica post vouchers to Prophet 21?
No. The board tells you what’s right. A matched invoice becomes a voucher import; your team imports or keys it, and nothing lands in Prophet 21 without a person.
What about EDI invoices?
Marketplace EDI invoices are fetched as structured data, never read by a model, and matched to Prophet 21 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 Prophet 21 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 Document Link 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, or beside your hosted Prophet 21, set up and maintained by Lunica. It reads Epicor Prophet 21 through a read-only login to the Prophet 21 SQL Server database. There is no inbound connection from outside your network.
What does Lunica read in Prophet 21?
The customer master, open items and terms, purchase orders and receipts, the item master, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to Prophet 21?
Nothing lands in Prophet 21 without a person. What belongs in Prophet 21 goes back as a Prophet 21 import or API call where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in Document Link. 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 Prophet 21 version.
Lumber and building materials
Wholesale distribution
- Epicor Prophet 21
- Epicor Eclipse
- Infor CloudSuite Distribution
General business
Another system? Tell us which →
See it on your Prophet 21 data.
Thirty minutes. We walk the workflow on Prophet 21 data, then map it to yours.