iDoc AP · records
A file name finance can search.
Drafts wait in Unfiled or Inbox. On submit, iDoc AP files the invoice by date and gives it a unique name.
Each invoice file is kept in the AP Invoices library. While it is a draft it waits in the Unfiled folder (or Inbox, for emailed invoices). When it is submitted, iDoc AP files it by invoice date and renames it.
Example folder and name: AP Invoices / 2026 / 10-October / TECHNOVA_INV-2026-00871_000123.pdf
- TECHNOVA is the supplier short name from the supplier master, or the first word of the supplier name.
- INV-2026-00871 is the invoice number. Characters SharePoint does not allow become a dash.
- 000123 is the register number of the invoice, so every name is unique.
The library also keeps the supplier, invoice number, date, total and status of each file, so you can sort and search without opening folders. Your site owner can add a 7-year retention label so invoices cannot be deleted during the record-keeping period.
For site owners
Settings holds approval rules, the approval flow and inbox flow packages, the shared AP mailbox, touchless processing, the PO requirement, PO price tolerance, invoice fields (standard or with LHDN e-invoice fields) and the default invoice viewer.
After a new iDoc AP version is installed, open the iDoc AP page as a site owner. If a blue banner says the site needs an update, click Update this site. New columns and lists are added. Existing invoices are not changed.
See it on your own invoices.
A 30-minute demo on documents you already receive.