The following guide lists and describes frequently used terms in Quadient AP. 

A

ACH - Automated Clearing House (ACH) is a computer-based electronic network for processing transactions, usually domestic low-value payments, between participating financial institutions. Quadient AP providers US-domestic ACH payments through Corpay.

Accessible Org Unit - An Org Unit that a user has explicit access to. 

Accounts Payable - The money a company owes its suppliers for goods and services. It can also be the name of the team responsible for all outstanding money a business owes to its suppliers.

Actions - A list of options available in a menu.

Administrator (Module) - A user role within Quadient AP. A module Administrator has full access to their respective module and limited access to Settings. 

Administrator (System) - A user role within Quadient AP. A System Administrator has full access to all modules and full access to Settings.

Adopt from Purchase Order - A button in the invoice coding menu. This allows you to adopt the purchase order coding onto the invoice. See all Purchase Order Adoption.

All (Tab) - A tab found in the Invoices, Purchase Orders, and Expenses modules. In this tab are transactions in all statuses. 

Analytics (Tab) - A tab in Quadient AP containing reporting dashboards. 

API - An Application Programming Interface (API) is a way for two or more computer programs or components to communicate with each other.

Approval Channel - A mandatory workflow used to direct transactions for approval. Approval Channels are found in all modules of Quadient AP.

Approval Channel Sequence - The order in which a transaction will go through multiple Approval Channels. 

Approved (Status) - A transaction status found in the Invoices and Payments modules. Transactions in Approved status are fully approved and ready to be exported or released to payment partners, depending on the module. 

Approver (Role) - A user role within the Invoices, Purchase Orders, and Payments modules. An Approver has access to approve or reject transactions. 

Archived (Tab) - A tab found in the Invoices and Payments module. In this tab are transactions that have completed their workflow in Quadient AP, as well as transactions in Deleted or Void status.

Audit Log - A log of all changes to a transaction. 

Auto-Capture - A feature of Quadient AP. Auto-Capture reviews an invoice image and codes certain fields such as Vendor, Date, and Amount.

Auto-Capture Email - An email address generated by Quadient AP. Send or forward invoices to this email address and they will be automatically generated in the Document Inbox. 

Auto Release - A feature which allows you to set a date for payments to automatically release to payment partners. 

AWS - Amazon Web Services offers a broad set of global cloud-based products. Quadient AP uses a variety of AWS services. 

B

Backdated Sync - The process of running a sync from a specific date in the past. See also: Partial Sync.

Batch Create User - A feature in Quadient AP which allows you to create multiple users at once. 

Beanworks - The Accounts Payable automation platform now known as Quadient AP. 

Billing (Address) - This address shows on the purchase order image under the Bill To field.

C

Cambridge - A Quadient AP payment partner. Quadient AP partners with Cambridge to provide wire and EFT payments.

Category Association - A feature of the Expenses module. This allows you to associate a G/L Account with a specific category in the Expenses module. 

Category Management - A feature of Quadient's AP's Expenses module. A variety of categories are generated by default, and a user can add extra categories if needed.

Check/Cheque - A document that orders a bank to pay a specific amount of money from a person's account to the person in whose name the cheque has been issued. Quadient AP provides check payments through a variety of payment partners.

Closed (Status) - A transaction status found in the Purchase Orders module. Transactions in Closed status are fully drawn down and can no longer be matched to invoices. 

Closed (Tab) - A tab found in the Purchase Orders module. In this tab are purchase orders that are fully matched to invoices and set to Closed status. 

Cloud ERP - An Enterprise Resource Planning (ERP) software that is delivered over the Internet as opposed to an on-server installation. Examples of these ERP systems include Netsuite, Sage Intacct, and QuickBooks Online.  

Coding Fields - The fields on a transaction that must be populated with list items. 

Comdata - A Quadient AP payment partner. Quadient AP partners with Comdata to provide Canadian virtual credit cards.

Committed (Tab) - A tab found in the Purchase Orders module. In this tab are purchase orders in Purchase Order status and available to be matched to invoices. 

Complete (Status) - A transaction status found in the Expenses module. Transactions in Complete status have completed their workflow in the Expense module. 

Corpay - A Quadient AP payment partner, formerly known as Nvoicepay. Quadient AP partners with Corpay to provide check, ACH, and VCC payments.

Creator (Role) - A user role within the Invoices, Purchase Orders, Payments, and Expenses modules. In the Invoice module, a Creator has access to assign themselves invoices from the Document Inbox. In the Purchase Order, Payment, and Expense modules, a Creator has access to create and code transactions.

Credit Card Reconciliation - A feature offered in the Expenses module.

CSV file - Comma-seperated value (CSV) files are text files in which information is separated by commas. Quadient AP uses CSV files for importing and exporting data.

Currency - A list generated in Quadient AP denoting the currency of a transaction. 

Current Discount - The current discount amount applicable to a transaction. 

Custom List/List Item - A list/list item generated in Quadient AP by our Support Team. This list/list item can be coded to transactions within Quadient AP, but will not sync back to your ERP system.

Customer Success Manager - Your Customer Success Manager will assist you with onboarding, training, and getting the most out of Quadient AP. They are also your primary contact for any questions about your account and subscription.

D

Deleted (Status) - A transaction status found in the Invoices module. Transactions in Deleted status made it to at least In-Progress status in the invoice workflow and were subsequently deleted. Deleted invoices move to the Archived tab for referencing purposes, and are not present in any searches by default.

Desktop ERP - An Enterprise Resource Planning (ERP) software that is installed on a server in your network. Examples of these ERP systems include Sage 100, QuickBooks Desktop, and Dynamics GP.

Discount Date - The date up to which a transaction will be discounted. 

Do Not Pay (Status) - A transaction status found in the Invoices module. Transactions in Do Not Pay status do not go through the Invoice module workflow and instead go straight to the Archived tab. 

Document Inbox (Module) - A feature associated with the Invoices module. The Document Inbox contains all the invoice attachments sent through email or uploaded directly to Quadient AP

Due Date - The date that a vendor expects payment for an invoice. This field is auto-captured from the invoice image, and maps to the Due Date field of your ERP system.

Duplicates - Multiple instances of the same transaction. Duplicate transactions are flagged in Quadient AP.

E

EFT - Electronic Funds Transfer (EFT) is a way to move money digitally from one Canadian bank account to another. Quadient AP offers EFT payments through VersaPay and Cambridge. 

ERP software - Enterprise Resource Planning (ERP) software is used to manage key parts of a company's operations, including accounting and resource management. 

Error (Status) - A transaction status found in the Payments module. Transactions in Error status were released but did not reach the payment provider successfully.

Expense - A transaction type in Quadient AP. An expense transaction covers additional spending by an employee to carry out business-related activities. Examples of this include travel for business, car hire, or food costs. 

Expenses (Module) - A module in Quadient AP. The Expenses module is where a user processes all expense transactions. 

Export - The action of exporting a transaction from Quadient AP into your ERP system. 

Exported (Status) - A transaction status found in the Invoices and Payments modules. Transactions in Exported status have been exported to your ERP system or manually marked as exported.

Exported Date - The date a transaction was exported from Quadient AP into your ERP system. 

Exporting fields - A settings section for the Invoice module. In this menu, you can enable settings such as Post Month or Batch Name. 

External ID - An ID sent back to Quadient AP from your ERP system. This ID is sent back when a transaction successfully reaches your ERP system. 

F

FTP - File Transfer Protocol (FTP) is a standard communication protocol used for the transfer of computer files from a server to a client on a computer network. Quadient AP uses FTP to import/export information to/from your ERP system. 

Full Sync - A sync which pulls in all list information from your ERP system into Quadient AP. 

G

General (Address) - The standard address associated with your Legal Entity. 

G/L Account - A set of numbered accounts used by a business to track and categorize financial transactions. 

H

Home Org Unit - A user's default Org Unit. When the user uploads an invoice, it will be automatically assigned to this Org Unit. 

I

Import - The process of bringing information from your ERP system into Quadient AP. 

Imported Payment Workflow - A payment workflow available in Quadient AP. This workflow allows you to create payments and pay them through the platform.

In Progress (Status) - A transaction status found in the Invoices, Payments, and Expenses modules. Transactions in In Progress status are edited and saved at least once in Quadient AP. They have not yet been submitted for approval.

In Progress (Tab) - A tab found in all modules. In this tab are transactions currently in editable statuses.

Integrated Payment Workflow - A payment workflow available in Quadient AP. This workflow allows you to create payments in your ERP and pay them through our platform.

Integrations - The term used to describe Quadient AP's connection to your ERP system. 

Invoice - A bill sent by a vendor to a company for goods purchased or services provided.

Invoice Date - The date that a vendor issued the invoice. This field is auto-captured from the invoice image, and maps to the Invoice Date field of your ERP system.

Invoice Coder (role) - A user role within the Invoices module. An Invoice Coder has access to coding invoices and submitting them for approval. 

Invoice Exporter (role) - A user role within the Invoices module. An Invoice Exporter has access to exporting invoices from Quadient AP in the ERP system.  

Invoice Lead Assigner (role) - A user role within the Invoices module. An Invoice Lead Assigner can assign invoices to themselves and other users in the Document Inbox. 

Invoice Number - A unique identifier on an invoice provided by a vendor. This field is auto-captured from the invoice image, and maps to the Invoice Number field of your ERP system.

Invoices (Module) - A module in Quadient AP. The Invoices module is where a user processes all invoice transactions.

J

K

L

Legal Entity - The Quadient AP equivalent of an accounting database in your ERP system.

Line item - A line on a transaction. On a purchase order or invoice, each line represents each item or service ordered.  

List - A collection of items used for transaction codings. Examples of this are Vendor, Class, Warehouse, etc. 

List item - The collection of items found in a List. 

List Management - A section in the Settings module. All settings related to coding lists are found here.

M

Match to Expense - A filter which allows you to easily see all invoices matched to an expense. 

Match to Invoice - A filter which allows you to easily see all purchase orders matched to an invoice. 

Match to Purchase Order - A filter which allows you to easily see all invoices matched to a purchase order. 

Merchant - A coding field on an expense. This field refers to the business on an expense receipt, such as a restaurant or hotel. 

N

NextGen UI - The latest version of the Quadient AP UI. 

New (Status) - A transaction status found in the Invoices module. Transactions in New status were coded by AutoCapture, SmartCapture, or manually created from the Document Inbox.

O

OCR - Optical character recognition or optical character reader (OCR) is the electronic or mechanical conversion of typed, handwritten or printed text into machine-encoded text. Quadient AP uses OCR to capture and code invoice data with our Auto-Capture and SmartCapture features. 

Open (Status) - A transaction status found in the Expenses module. 

Operational Language - The language you use Quadient AP in. Quadient AP is currently available in English and French.

Org Unit - Org Units are subsections that are created under a Legal Entity that often mirror your company's department structure. An Org Unit is assigned to each line of a transaction. They can also be used to limit a user's accessibility or visibility in the system.

Owner - The user assigned to a transaction. A user must be the transaction owner to edit or code the transaction. 

P

Paid (Status) - A transaction status found in the Payments module. Transactions in Paid status are fully processed by a payment partner and ready to be exported to your ERP.

Paid (Tab) - A tab found in the Payments module. In this tab are transactions that were released and processed by a payment partner.

Pay Later (Status) - A transaction status found in the Invoices module. Transactions in Pay Later status are entered into Quadient AP, but do not need to be worked on just yet.

Payment - The exchange of money for goods or services. In Quadient AP, payments are applied to invoices. 

Payments (Module) - A module in Quadient AP. The Payments module is where a user processes all payment transactions.

Payee - A coding field on an expense. This field refers to the user that will be reimbursed for the expense.

Partial Sync - The process of running a sync from a specific date in the past. See also: Backdated Sync.

PDF file - Portable Document Format (PDF) is a file format developed by Adobe to present documents in a manner independent of application software, hardware, and operating systems. Quadient AP uses PDF files for reporting and for downloading invoice images from the system. 

Pending Approval (Status) - A transaction status found in the Invoices, Purchase Orders, and Payments modules. Transactions in Pending Approval status are going through the approval workflow. 

Pending Approval (Tab) - A tab found in the Invoices, Purchase Orders, and Payments modules. In this tab are transactions going through the approval workflow. 

Pending Export (Status) - A transaction status found in the Invoices module. Transactions in Pending Export status have been exported but have not yet reached the ERP system. This is only available for certain ERP systems.

Pending Release (Status) - A transaction status found in the Payments module. Transactions in Pending Release status are in the process of releasing from Quadient AP to the payment partner. 

Permissions - Refers to the access permissions a user has in Quadient AP.

PO Image Template -  A settings section for the Purchase Orders module. Here you can make changes to the information displayed on the purchase order image generated in Quadient AP. 

PO & Receiving Sync From Date - A settings toggle in the SmartSync menu. This is used if you import purchase orders from your ERP system into Quadient AP. 

Posting Period/Posting Month - A setting for the Invoices module. This setting allows you to set which month the invoices will be posted to in your ERP system.

Provider Number - A unique ID sent back from the payment provider. This ID confirms the payment was successfully processed by the payment provider.

Purchase Order/PO - A commercial document issued by a buyer to a vendor, indicating types, quantities, and agreed prices for products or services required. In Quadient AP, purchase orders can be matched to invoices. 

Purchase Order (status) - A transaction status found in the Purchase Orders module. Transactions in Purchase Order status are fully approved and can be matched to invoices. 

Purchase Order Adoption - The action of matching and adopting the line items from a purchase order to the invoice. 

Purchase Orders (Module) - A module in Quadient AP. The Purchase Orders module is where a user processes all purchase order transactions.

Purchase Request (status) - A transaction status found in the Purchase Orders module. Transactions in Purchase Request status are not yet approved and can not be matched to invoices.

Q

Quadient - An international company which specializes in mailing equipment, business process automation and customer experience management.

Quadient AP - The Accounts Payable automation software formerly known as Beanworks. 

R

Read-Only (Role) - A user role within Quadient AP. A Read-Only has view access to any Legal Entities or Org Units they're assigned to. Read-Only users can not make any changes to transactions. 

Ready to Export (Tab) - A tab found in the Invoices module. In this tab are transactions that are ready to be exported to your ERP System. Here you will also find transactions in Sync Error status. 

Ready to Sync - A message found under the View Exports menu. This message indicates that exported invoices are ready to be synced with your ERP system. 

Receipt - A transaction type found in the Expense module. Receipts represent each item that will be added to an expense report. 

Receipt (Expense Module) - A section of the Expense module. All expense receipt transactions can be viewed here. 

Received Date - The date an invoice reaches the New tab in Quadient AP. 

Re-export - The action of exporting an invoice or payment again after the previous export attempt ended in an error. 

Reference Number - A unique ID generated by Quadient AP for a payment. 

Reimbursed (Tab) - A tab found in the Expenses module. In this tab are transactions.

Rejected (Status) - A transaction status found in the Invoices, Purchase Orders, and Payments modules. Transactions in Rejected status were submitted for approval but rejected by the approver.

Released (Status) - A transaction status found in the Payments module. Transactions in Released status were successfully released from Quadient AP to a payment provider. The payment provider is processing these payments.

Releases (Tab) - A tab found in the Payments module. In this tab are transactions that are fully approved and waiting to be released to a payment provider. Here you will also find transactions in Error status.

Repay - A Quadient AP payment partner. Quadient AP partners with Repay to provide check, ACH, and VCC payments.

Report (Expense Module) - A section of the Expense module. All expense reports can be viewed here. 

Report (Reporting) - A transaction type found in the Expense module. Reports contain all receipts for a specific employee expense. 

Reset (Status) - A transaction status found in the Invoices, Purchase Orders, and Payments modules. Transactions in Reset status were submitted for approval at one point and then moved back to an editable status.

Remittance (Address) - This address is displayed in any remittance information sent to your vendors when releasing payments.

Remittance (Email) - An email notification sent to a vendor when a payment is released to them

Roles - The combination of permissions assigned to a user. Roles define what access and controls a user has in Quadient AP. 

S

Settings - A module in Quadient AP. The Settings module is where all administrative actions and options are found. 

Shipping/Receiving (Address) - This address is displayed on purchase order images and is selected when coding a purchase order. It indicates where a vendor needs to ship the requested items. 

SmartCapture - A feature of the Invoice module. SmartCapture uses OCR technology to capture and code invoice information. 

Smart Code - A feature of the Invoice module. Smart Code remembers and applies invoice line information from the last invoice approved for a specific vendor. 

SmartPayables - A Quadient AP payment partner. Quadient AP partners with SmartPayables to provide check payments.

SmartSync - Quadient AP's data synchronization tool. SmartSync connects your desktop ERP system to Quadient AP for importing and exporting data. Also refers to the SmartSync section of the Settings module. 

SmartSync Connector - One of two executable files required to install SmartSync. The Connector app runs in the background on your server and can be viewed in the system tray. 

SmartSync Manager - One of two executable files required to install SmartSync. The Manager app contains a user interface where you enter the required information to connect Quadient AP to your ERP system.

Status - Refers to the state of a transaction in Quadient AP. 

Stop Channel - A type of Approval Channel. When a transaction hits a Stop Channel, it will not go through any other Approval Channels in the sequence. 

Submit for Approval - The action of submitting a transaction for approval. 

Submitted (Status) - A transaction status found in the Expenses module. Transactions in Submitted status.

Subtotal - The total of a transaction before additional charges such as tax or shipping are calculated.

Super Approver (Role) - A user role within the Invoices, Purchase Orders, and Payments modules. A Super Approver has access to change certain coding fields while approving or rejecting transactions.

Support Team - The Quadient AP Technical Support Team. This team will assist with technical troubleshooting, how-to guides, and day-to-day questions about the software. 

Sync - The process of importing and exporting data between Quadient AP and your ERP system. 

Sync Activities - A feature in the SmartSync section of the Settings module. Under Sync Activities, you can see information about the ten most recent syncs for a specific Legal Entity. 

Sync Log - A record of a sync that shows the information imported/exported, and highlights any sync errors.  

Sync Error - An error occurring on a transaction when the syncing process is unsuccessful. 

Sync Error (Status) - A transaction status found in the Invoices and Payments modules. Transactions in Rejected status were exported and attempted to sync to your ERP but encountered an error.

Sync From Date - The date at which a sync begins. All data updated from that date until the present day will be included in the sync. The Sync From Date is used for running a partial or backdated sync. 

Sync Schedule - A feature of the SmartSync section of the Settings module. This feature allows you to set a schedule of 

Sync Status Overview - A feature of the SmartSync section of the Settings module. Here you can see the status of each Legal Entity's most recent sync. 

SyncTool - Another name for SmartSync, Quadient AP's data synchronization tool. Also may refer to the Legacy SyncTool, an older data synchronization tool. 

SyncTool Name - A unique ID given to all SmartSync Manager applications.  

T

Tax - A compulsory contribution to state revenue added to the cost of some goods, services, and transactions.

Terms - An agreement that defines when an invoice will be paid. Also referred to as Vendor Payment Terms. 

Total - The final sum of a transaction, including all additional charges such as shipping or tax. 

U

User Management - A section in the Settings module. All settings related to user profiles, roles and permissions are found here.

V

Vacation Coverage - A feature in the Invoices and Purchase Orders module. This feature allows a delegate to approve transactions while the regular approver is out of office. 

Virtual Credit Card - A digital payment method consisting of a unique 16-digit combination used in place of a physical card. Quadient AP provides Virtual Credit Card (VCC) payments through Corpay and Repay in the US, and through Comdata in Canada. 

Vendor - A person or company offering something for sale to a business. 

Vendor Enrollment Link - A link provided by Corpay for a vendor to sign up for electronic payments.

VersaPay - A Quadient AP payment partner. Quadient AP partners with SmartPayables to provide cheque payments.

View Exports - A feature in the Ready to Export tab of the Invoices module. Here you can see previously exported batches of invoices, and also see whether an export batch is ready to be synced with your ERP system. 

Void (Status) - A transaction status found in the Payments module. Transactions in Void status were released to a vendor, but subsequently cancelled or voided. Voided payments move to the Archived tab for referencing purposes, and are not present in any searches by default.

W

Wire - A method of electronic funds transfer from one person or entity to another. Quadient AP provides Wire payments for US and Canadian customers through Cambridge.

X

Y

Z