---
sourceDocument: Yokohama Finance and Supply Chain
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/source-to-pay-operations

 Release :

    - yokohama

ft:locale :

    - en-US

ft:publication_title :

    - Yokohama Finance and Supply Chain

ft:clusterId :

    - stpop

bundleId :

    - stpop

workflow :

    - Employee


---

# Invoice processing cases

# Invoice processing cases {#ariaid-title1}

* Release version: Yokohama
* 
* Updated January 30, 2025
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 1 minute to read

Typically, Accounts Payable Operations integration with Document Intelligence automatically creates the invoice processing case by extracting data from the invoice that you receive as an attachment via email. However, the Accounts Payable Specialist may need to
manually create a new invoice or update details of a partially created invoice in situations where the automated invoice creation process encounters issues or is not available.

By default, when an inbound email is received in Accounts Payable Operations integration with Document Intelligence, the invoice processing flow is triggered and an invoice case with a category of Invoice automation and sub-category of Invoice processing
is created. For more information, see [Install Accounts Payable Operations integration with Document Intelligence](https://servicenow-prod.fluidtopics.net/2gZ_44WdrQnizRfzP9~dUw "Accounts Payable Operations integration with Document Intelligence (com.sn_ap_ic) is installed automatically along with Accounts Payable Invoice Processing (com.sn_ap_apm).").

## Invoice processing case life cycle {#working-with-ingestion-cases__section_k2s_4y4_rvb}

The following figure illustrates the various states that the Invoice processing case goes through during its life cycle, from its creation to closure.Figure 1. Manual invoice ingestion case life cycle
{#working-with-ingestion-cases__table_nkc_lcg_rvb__entry__2}

| State | Description |
|-|-|
| New | The case is created. |
| Assigned | The case is assigned. |
| Work in progress | The case is being worked on. |
| Closed complete | The case moves to this state after the invoice approval request is approved by the approver or after the invoice is auto-approved by the approval engine. |
| Closed incomplete | The case moves to this state when the invoice is in the Suspected duplicate state and the Accounts Payable Specialist selects the Confirm duplicate option. |
| Canceled | The case is canceled because it was created in error or is no longer required. |
[Table 1. Invoice processing case states]

{#working-with-ingestion-cases__table_nkc_lcg_rvb}
* **[Work on an invoice processing case](https://servicenow-prod.fluidtopics.net/Gijm2x4LpXipljvxxx2pKw)**   
  Perform different manual actions to process an invoice.
* **[Invoice ingestion process when Document Intelligence is unavailable](https://servicenow-prod.fluidtopics.net/~d9eHIqP_4ASVjVeELyNEw)**   
  When Document Intelligence goes down or when Document Intelligence itself is not installed, and if you receive an invoice document via email, an invoice processing case is created but an invoice record is not created.

**Related concepts**   

* [Invoice ingestion using Application programming interface (API)](https://servicenow-prod.fluidtopics.net/m9Kb8pn598jiG31ZgeI7tw "The invoice ingestion API enables customers to ingest bulk AP invoices from external systems such as supplier billing systems, buyer network, and OCR solutions, supplier networks into APO. The supported payload formats are cXML, JSON and XML.")
* [Rules based engine](https://servicenow-prod.fluidtopics.net/bOrfSF542WcPhdcggpVb_w "The rule based engine maps the invoice line with purchase order line using fields such as unit price, delivered unit price, exact description, exact amount and amount round off.")
* [Work with invoices](https://servicenow-prod.fluidtopics.net/vpZfIG38U8aiGCaQHyyuDQ "Invoices are generated for a payment against a purchase order. The Accounts Payable Specialist [sn_ap_apm.accounts_payable_specialist] can access all the invoices and take required actions to process the invoices in Source-to-Pay Workspace.")
* [Invoice exceptions](https://servicenow-prod.fluidtopics.net/IyXgSahnO3KZN8nsBjtBXw "Invoice exceptions are discrepancies identified during invoice processing that must be resolved before payment, such as missing information, tax variances, or supplier issues.")
* [Tolerance Rules and Variances for invoices](https://servicenow-prod.fluidtopics.net/ULJvN5hmmS8PEvCIg4jQzA "Tolerance rules define the limits set on an invoice to determine the permissible amount of variance that can be applied to an invoice before the invoice total exceeds the tolerance limit.")
* [Invoice approvals](https://servicenow-prod.fluidtopics.net/vrNSVQBVP03wVQyX1~ze6w "Invoices with the No exceptions found status are eligible for approval.")  
**Related tasks**   

* [View invoice documents in the Source-to-Pay Workspace](https://servicenow-prod.fluidtopics.net/~wWYOVX7SO2X3zd9k1mNkA "View the invoice documents directly in the Source-to-Pay Workspace using Document Viewer without having to download them.")