Step-by-Step Verification Process
Import Invoice
The imported invoices appear on Agicap in the AP module, in the section purchases - supplier invoices - "Inbox"
Click on the invoice(s) you want to send to verification, select the beneficiary and (not mandatory) any additional information; then click "send to verification"
When a new supplier invoice is imported in the "To Verify" tab, the OCR automatically fills some details for you
Edit Invoice Details
Click on the invoice and edit key fields such as:
Invoice title
Invoice number
Amount (both excluding and including taxes)
Currency (check the list in the Advanced Knowledge section; if your currency is missing, contact #pdct_support)
Billing and Due Dates
Beneficiary Name
Set Up Payment Method Automation (Optional)
You can create automation that marks invoices as paid automatically on the due date based on their payment method by creating a workflow or selecting an existing one.
Mark as Verified
Once all details are reviewed and updated, click "mark as verified" This transfers the invoice from "To Verify" to the "Verified" tab.
Duplicate Verification Rules
When you click "Mark as verified", Agicap automatically checks if the invoice is a duplicate using these conditions:
Mandatory: The beneficiary must be the same.
Then, one of the following:
One invoice number is empty & the billing date, amount including taxes, and amount excluding taxes are identical.
Invoice numbers are the same (ignoring case and extra spaces).
Invoice numbers differ but file size, filename (ignoring case and spaces), file extension and financial amounts are identical.
Effect of Verifying an Invoice
Supplier Invoice Management:
The verified invoice shows in the "Verified" tab with an orange 'To Pay' tag.
Cashflow:
A corresponding Expected Transaction is created and synced with Cashflow.
Reconciliation:
A new line is added reflecting the verified invoice details.
Pre-Accounting:
A new line is generated with attributes matching the verified invoice.
User Permissions
Admin Verification:
By default, only Admin users can verify invoices.
Non-Admin Verification:
Activate the "Verify Invoices" option in the User Management page to allow Non-Admin users to perform the verification. (this permission is automatically applied to existing Non-Admin users since 15/05/2023; for new users, Admin activation is required)
External Verifiers:
Permissions do not apply to them.
Tips 💡
Double-check the OCR-filled fields to avoid misinterpretation.
Always verify duplicate rules to prevent processing the same invoice twice.
For unsupported currencies, open the currency menu during verification to see the full list and contact support if needed.
FAQ❓
How do I start the manual verification process?
After sending to verification the invoices, click on an invoice in the "To Verify" tab to review and adjust details provided by the OCR before clicking "Mark as verified".
What happens if an invoice is a duplicate?
Agicap performs a duplicate check when you verify an invoice. If the conditions are met (identical beneficiary plus matching invoice number or file details), the invoice is flagged, ensuring only unique invoices proceed.
Who can verify invoices in the system?
By default, only Admin users can verify invoices. However, Admins can enable verification permissions for Non-Admin users via the User Management page, while external verifiers remain excluded.