Accounts Payable for Ponderosa
Every vendor document in the AP mailbox is read overnight and matched to Ponderosa’s open purchase orders and receipts. Your team imports what’s right as an AP invoice import and chases only what isn’t.
Accounts payableUpdated Oct 202620 ERPs
See it work on Ponderosa.
Click through the steps. Fictional data, in Ponderosa’s terms; the real thing runs on Ponderosa.
Read overnight: vendor, invoice number, PO, lines, total.
The problem, as it happens in Ponderosa.
Vendor invoices arrive as PDFs, photos and the odd spreadsheet statement, and the AP desk retypes them, finds the PO in Ponderosa, finds the receipt, and pulls the signed delivery ticket from Ponderosa document imaging 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 Ponderosa
Vendor, PO, receipt and amounts, line by line against what Ponderosa has. Any figure Ponderosa 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 Ponderosa the way they always have, as an AP invoice 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 Ponderosa.
Lunica reads Ponderosa’s open purchase orders, receipts, vendor file and AP subledger through a read-only login to the Ponderosa 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 Ponderosa 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 Ponderosa on its own. A matched invoice goes back as an AP invoice import, imported or keyed by your team, and Ponderosa matches it to the receipt as it always has. Vendor questions are drafts until a person sends them. The signed delivery ticket from Ponderosa document imaging 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 Ponderosa’s subledger.
Questions
Does Lunica post vouchers to Ponderosa?
No. The board tells you what’s right. A matched invoice becomes an AP invoice import; your team imports or keys it, and nothing lands in Ponderosa without a person.
What about EDI invoices?
Marketplace EDI invoices are fetched as structured data, never read by a model, and matched to Ponderosa 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 Ponderosa 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 Ponderosa document imaging 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, set up and maintained by Lunica. It reads Ponderosa through a read-only login to the Ponderosa database. There is no inbound connection from outside your network.
What does Lunica read in Ponderosa?
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 Ponderosa?
Nothing lands in Ponderosa without a person. What belongs in Ponderosa goes back as a Ponderosa import where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in Ponderosa document imaging. 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 Ponderosa version.
See it on your Ponderosa data.
Thirty minutes. We walk the workflow on Ponderosa data, then map it to yours.