Invoice File Formats - NextGen

Modified on Wed, 05 Apr 2023 at 11:29 AM

This article relates to the Quadient AP NextGen UI, which is being released to our customers on a rolling basis. To learn more about the NextGen UI, please reach out to your Customer Success Manager.

The Actions column on the Invoice, Purchase Order, and Payment modules lets you quickly see information on an item. Below are some examples of the icons used in the Actions column and what they mean. Invoices can come into Quadient AP in multiple file formats. Currently, the following file invoice file formats are accepted: 

  • .pdf
  • .jpeg or .jpg
  • .png
  • .tiff
  • .gif

Please note that Quadient AP does not accept files in formats other than those stated above. This includes .doc files, files generated from Excel or Google Sheets such as .csv or .xksx, and .zip files. These files must be converted to one of the above formats before they are sent to Quadient AP. 

PDF Specifics

There are some specific requirements for PDF files to be processed by Beanworks. Please review the below points if you are having issues sending .pdf files to Beanworks. 

  • Password-protected .pdf files are not accepted by Beanworks. 
  • Editable .pdf files, such as those created from Docusign, are not accepted by Beanworks.

For password-protected or editable PDF invoices, please save a new copy of the invoice before sending it to Beanworks. We recommend using the Print to PDF function in your browser or PDF viewer to do this. 

File rejection notification

The file rejection notification is a daily notification for any files sent by auto-capture that failed to reach Document Inbox. Learn more about the file rejection notification feature here

If you continue to have issues uploading invoices to Beanworks, please contact our Support team.

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