AP exception workbench · live product

Resolve the exception.
Keep the whole story.

See the failed check, source and owner together. Ask a team member or client with the exact invoice attached, retain their email reply on the same bill and re-check the evidence before approval.

Test your exceptions Follow the clarification

Example invoice · INV-2048

Needs receipt evidence

200 units
still unsupported.

Owner: Warehouse receiving
Next action: Return the missing receipt
After evidence: Re-check, then required approval

Direct answer

What makes an AP exception actionable?

An actionable exception names the failed condition, consequence, source evidence, owner and exact criteria for resolution. In AIdaptIQ, a reviewer can ask from the invoice, retain the full previous conversation and returned reply, then re-check the affected controls before the required accounting approval.

One clarification · complete context

From missing receipt to approval-ready evidence.

Earlier conversation · client
“Delivery is split across two receipts. The remaining lot is due Friday.”
Previous exchange remains visible.
Reviewer · from INV-2048
“Please send the receipt for the remaining 200 units. The invoice and PO are attached.”
Exact source · named receiving owner.
Client · replies by email
“The remaining 200 units arrived. Attached: GRN-4140.”
No AIdaptIQ seat needed to answer.
Returned evidence · same invoice
500 ordered. 500 received. 500 invoiced.
Quantity match passed.
Required approval remains pending.

The returned receipt supports the remaining quantity. Required review and approval still apply.

Different cause · different resolution

Give each exception the action it needs.

Missing receipt

Ask the receiving owner.

Include the invoice and PO. Resolve the unsupported quantity against returned evidence.

Receiving → receipt evidence

Coding ambiguity

Ask the accounting reviewer.

Show this client’s source, prior vendor treatment and dimension. Capture the accounting decision.

Accounting → client treatment

Possible duplicate

Compare the supplier claims.

Inspect vendor, invoice references, dates and amounts before treating both documents as new obligations.

AP reviewer → supported disposition

After the response

New evidence changes the check, then authority permits the action.

Cause named Exact question sent Answer retained Check re-run Approval required

The reviewer does not reconstruct the transaction from an inbox. Original sources, past messages and the returned answer remain on the invoice. If the evidence still fails the check, the work item remains open with its owner and next action.

Quick answers

Clients reply through email. Approval stays explicit.

Do clients need a platform seat to reply?

No. Reviewers ask from AIdaptIQ; team members and clients can reply through email. Their replies return to the originating invoice with the full previous conversation.

Does an email reply approve or post a bill?

A reply updates the invoice workflow and evidence. Configured review and approval still determine whether an accounting action can proceed.

Next step

Use the exceptions your current stack leaves in “needs review”.

Test whether the cause, owner and resolution path become clear.

Run the diagnostic