Many AP users in Rillion Prime begin their workday in the invoice log, performing various checks and validations before forwarding invoices to the organization. While these tasks are essential, they can be more time-consuming than they need to be — and in some cases, unnecessarily repetitive.
This guide is designed to help you streamline your work in the invoice log and identify opportunities for automation. By optimizing your routines, you can reduce manual handling, minimize errors, and free up time in the morning—for an extra coffee break or even a short walk in the park.
Working with the invoice list
There are currently two ways to view the invoice log: the new invoice log and the classic invoice log. Throughout this guide, we’ll refer to them using these terms.
The transfer mark
The transfer mark is a checkbox located at the far right of the invoice list in both views. In the classic invoice log, its position is fixed. In the new invoice log, it appears on the far right by default, but you can reposition it as needed.
By clicking the Transfer button in the invoice list, you will move all marked invoices in your current filter from the invoice log into the flow. Invoices marked for transfer are considered ready for processing and require no additional review.
When is an invoice marked for Transfer?
An invoice is automatically marked for transfer if it has received any flow or account posting that differs from the company’s default settings. This includes:
- Matched to a reference
- Fully matched to a purchase order or a contract
- Received account postings from imported invoice lines
For organizations that use AI matching, the transfer mark is automatically set according to the confidence level you’ve chosen in your company settings. You have the flexibility to decide how confident the AI should be before an invoice is marked for transfer. As a best practice, we suggest allowing invoices with either High or Medium confidence levels to receive the transfer mark.
Exceptions: When the Transfer Mark Is Not Set
The transfer mark will not be set if the invoice requires further investigation. Common reasons include:
- Duplicate invoice numbers
- Incomplete or uncertain account postings
- Unidentified vendors
- The invoice is matched to a purchase order or contract with a variance
Sorting the invoice list
You can sort your invoice list by clicking the header of any column. In the new invoice log, you also have the flexibility to choose which columns are visible, making them available for sorting as well. In the classic invoice log, the columns are fixed.
Recommended Sorting: VAT Percentage and Total amount
A good starting point is to sort by VAT percentage. This is a calculated value that reflects the total VAT amount as a percentage of the invoice’s total. Sorting by VAT percentage provides a quick way to assess whether the invoice amounts appear reasonable. Sorting by Total amount is also recommended, as it is then easy to find the invoices that stick out.
This is especially useful if you receive many invoices in paper or PDF format, as these are validated manually. Manual validation increases the risk of human error such as missing a decimal point in an amount field.
By sorting on VAT percentage, you can easily identify invoices with unusual values. A standout percentage often indicates that either the VAT amount or the total amount was captured incorrectly.
Using Filters
If you are a team working in the invoice log, it is recommended to divide the invoices by using different filters. Filtering in the invoice log is also a powerful way to work through invoices systematically and ensure you focus on the right items.
- In the classic invoice log, you begin by selecting your filter criteria before viewing the invoice list.
- In the new invoice log, you land directly in the invoice list and can apply filters from there.
You can filter by specific columns—such as Vendor or whether the transfer mark is ticked—or use the Quick Filter, which applies to filtering across all columns simultaneously.
Recommended Filtering: Directly for recording
Invoices that have been marked with Directly for recording in the Flow proposal column have been fully matched either to a contract or a purchase order. These invoices are safe to transfer from the invoice log without checking.
Recommended Filtering: Information and Status Text
Filtering by invoice status text provides a quick overview of invoices with similar issues. This includes:
- Duplicates
- Unmatched vendors
- Invoices manually blocked from transfer
This approach helps you identify and address recurring problems efficiently.
Working in the invoice view
When you open an invoice in the invoice log, you'll see the invoice header information on the left and the invoice image on the right. Below the image, there are three tabs:
- Invoice lines
- Account posting
- Comments/Attachments
Most fields in the invoice header are editable. However, some fields display imported values to the right, which cannot be changed. These values serve as a reference—for example, if you update the vendor invoice number or amounts you will still be able to see the original values. In some cases, the system may automatically adjust a value, such as calculating a due date based on the vendor’s payment terms instead of using the captured due date from the invoice. You will then still be able to see the value captured from the invoice.
Tip! The report Show captured invoices, found under Reports > Invoice, show the original values that the invoice was captured with.
Blocking an invoice for transfer
Some invoices may require further investigation, but you don’t want to get stuck with them. To keep momentum and transfer the majority of invoices efficiently, you can temporarily set aside those that need more attention.
When you encounter such an invoice, simply check the box Blocked for transfer. This allows you to revisit it later and easily filter these invoices in the list view.
We strongly recommend adding a note in the Reason for blocking field. This helps you remember why the invoice was blocked and keeps your colleagues informed about the reason—especially useful when multiple people are working in the invoice log.
Invoices that have been blocked for transfer will not be transferred when clicking the Transfer button in the list view, even if the Transfer mark is checked on the invoice.
Type of matching
The matching type in Rillion Prime is determined by the attributes of each invoice. This means the matching process can vary from invoice to invoice, depending on the vendor and the information provided. Since the matching logic can be complex, let’s walk through the different matching types according to the Rillion Prime process.
1. Purchase Order Matching
If your organization uses purchase order (PO) matching and the invoice contains a PO number, Rillion Prime will attempt to match the invoice to the corresponding purchase order.
- If PO numbers are present on the invoice lines, the system matches at the line level.
- If not, it matches at the header level.
2. Contract Matching
If the invoice does not include a PO number, the system checks for a contract number.
- If a contract number is found, the matching type is set to “Match to contract.”
3. Account Posting on Imported Lines
If the invoice cannot be matched to a PO or contract, the system looks for imported account postings on the invoice lines.
- If account postings are found, they are used for account posting.
- When the matching type is “Account on imported lines,” the flow proposal is set either by AI or by reference matching.
4. AI Matching
If the previous steps have not resulted in a match, and if AI matching is enabled for both the company and the vendor, the invoice will be sent for AI-based matching.
5. Reference Matching
If the invoice still does not have a flow proposal or account posting after the previous steps, the matching type is set to “Account posting proposal (reference matching).” This process follows its own logic:
- If a reference match is set up and matches the invoice, it will be used.
- If not, but there is a flow proposal with the exact same name as the value in Reference 1 or Reference 2, the invoice will be matched to that flow proposal. (The value in Reference 1 and Reference 2 can either be captured or matched by adding an alias to a reference. This is described more in the next section.)
- If neither a reference match nor a matching flow proposal exists, the flow proposal will be fetched from the vendor.
- If none of the above are available, the flow proposal will be fetched from the company settings. In this case, the Transfer mark will not be set.
Understanding The Reference Fields
In the invoice log, you’ll find two reference fields: Reference 1 and Reference 2. Typically, only Reference 1 is captured on the invoice. These fields help identify the account posting and workflow for the invoice.
Because vendors don’t always enter references correctly—perhaps due to misspellings or unfamiliar abbreviations used in your Rillion Prime setup—you can create aliases to translate captured values into the correct references.
How Aliases Work
When an invoice is imported with an unrecognized reference, the system will default to the company’s flow proposal (unless the invoice matches in another way). To correct this:
- Click on Reference 1 or Reference 2, depending on which field you’re working with.
- Search for the correct reference, select it, and click Select.
- The system will ask if you want to save the captured value as an alias. If you confirm, the system will automatically translate this value to the correct reference next time it appears.
Tip: If you type the reference directly into the field without searching, you won’t be prompted to save an alias.
You can also add aliases manually under Administration > Invoice > Reference. There’s no limit to the number of aliases you can create.
Adding Reference Matches
From the invoice log, you can create a Reference Match by selecting Options > New reference matching. A reference match can combine company, vendor, references, and amount to ensure the correct flow is applied.
For detailed instructions, see:
Additional Use
Reference fields can also help complete account postings. We’ll cover this in more detail in the Next Level section.
Common Challenges and How to Solve Them
Working in the invoice log can sometimes present challenges—but don’t worry, we’re here to help you minimize them.
Identifying the Correct Company
Scanned invoices are usually tagged with your company ID during pre-processing, either by your organization or a service provider. E-invoices, however, don’t include a company ID. Instead, the system uses the buyer information from the e-invoice to determine which company the invoice belongs to—especially important if you have multiple companies set up in Rillion Prime.
When you open an invoice in the invoice log, you’ll see the captured value used for identification displayed next to the Company drop-down list. Keep in mind that vendors may provide buyer details in different formats:
- Corporate ID numbers may include a dash—or not.
- VAT numbers may include a country code—or not.
- Organization names may be abbreviated or misspelled.
If the system can’t identify the correct company, it will default to the company set as Default under Administration > Register > Company (marked with a “1” in the Type column). If no default is set, the first company in the list will be used.
What to Do If an Invoice Is Matched to the Wrong Company
Follow these steps to correct the issue:
- Copy the value shown next to the Company drop-down list on the invoice.
- Go to Administration > Register > Company and select the correct company.
- Click Alias in the top menu.
- Paste the copied value into the Alias field.
- Click Add, then OK, then Save.
Next time an invoice with this value is imported, it will be matched to the correct company.
Important:
- You’ll need to manually change the company on invoices already matched incorrectly. Clicking Match in the invoice log won’t reassign the company.
- After changing the company, verify the vendor details. If companies have separate vendor registers, the same vendor number might refer to different vendors.
Pro Tip for Multi-Company Setups
If your organization manages multiple companies in Rillion Prime, consider creating a dummy company as the default—something like “Unidentified Company.” Make it part of your daily routine to check invoices matched to this dummy company and add aliases to the correct ones.
For instructions on setting up a new company in Rillion Prime, see:
Identifying the Correct Vendor
Rillion Prime typically uses payment details from the invoice to identify the vendor and link it to the correct vendor ID. However, this process can sometimes be tricky because payment information may appear in different formats. Each country has its own standards, so to make vendor matching as smooth as possible, it’s best to keep vendor details consistent in your ERP system. Decide whether dashes, spaces, and letters should be included in bank accounts and VAT numbers—and apply that rule across the board.
Fields Used for Vendor Identification
The following fields on the vendor card are used by Rillion Prime to identify vendors:
- Vendor
- VAT number
- Corporate identity number
- IBAN
- Bank account values
Blocked vendors are still considered during matching, as it’s important to know if a vendor is blocked. If you want to exclude a vendor from the matching completely, set a Valid to date under Administration > Register > Vendor.
Why Might a Vendor Not Be Identified?
Common reasons include:
- The vendor is new and not yet in your vendor register.
- The value captured in the Vendor field doesn’t match any value on the vendor card.
If it’s a new vendor, add it to your ERP vendor register and wait for the integration to transfer it to Rillion Prime. If you don’t have an ERP integration, you can add the vendor directly in Rillion Prime—but make sure to use the same vendor number as in the ERP, or the invoice won’t be posted correctly.
If the vendor exists, you can manually select it:
- Click Vendor to open the search window.
- Search using any vendor identifiers or the company name.
- Check the captured value in the Vendor field to understand why it didn’t match.
- Correct the vendor card in the ERP or add the captured value in Rillion Prime.
Note: Manual changes in Rillion Prime may be overwritten by the ERP integration, so always update the ERP when possible.
What If Multiple Vendors Match?
This can happen if:
- A vendor has the same payment information as another vendor.
- The same vendor is listed more than once in your register.
If one vendor's record is outdated, set a Valid to date to prevent matching.
If multiple vendors share the same bank account number (e.g., due to factoring), Rillion Prime can’t automatically select a vendor, since the system can’t know which is the correct one. In these cases, you can configure matching using multiple identifiers (e.g., bank account + VAT number). This requires database access and assistance from a Rillion consultant—contact your Rillion Customer Success Manager or Support Team for help.
Level Up: Unlock more value
You’ve got your daily routine in the invoice log under control—but what if you could automate even more? Good news: you can!
Automatic Transfer from the Invoice Log
When Rillion Prime identifies a flow and account posting based on your configured rules, it sets a transfer mark on the invoice. This can be triggered by an order number, a contract, imported invoice data, confident AI matching, or a reference match, as earlier described. The transfer mark shows that the invoice is ready to proceed without further checks.
If you are using purchase order matching in Rillion, it is also common to set up a job that automatically re-matches invoices throughout the day, in case new deliveries have been made, allowing more invoices to be marked as ready for transfer.
To save time, you can schedule an automated job that transfers all invoices with the transfer mark set. This ensures invoices quickly reach the right person for the next step, leaving your team to focus only on invoices that need attention.
Typically, the transfer job runs once each morning, so your invoice log is clean and organized when you start your day. If you have a steady stream of invoices, it can also run multiple times throughout the day.
Ready to Set It Up?
The transfer job must be configured by a Rillion consultant. Contact your Rillion Customer Success Manager, for further assistance.
Maximize Efficiency with Reference 2 for Account Posting
As mentioned earlier, many organizations only use one of the two reference fields in the invoice log—but leveraging both can unlock significant benefits.
For example:
- Reference 1 might include a contact person or cost center, ensuring the invoice follows the correct approval flow.
- Reference 2 could hold a project number, guiding the system to apply a specific account posting.
The optimal use of these fields varies by organization but using both can greatly improve accuracy and automation.
Interested in exploring this feature?
We recommend a short workshop with a Rillion consultant to review your options and set up of the capture solution for using Reference 2.
Important to note:
- If you rely on a service provider to capture paper or PDF invoices, adding a new field may be challenging and could involve extra costs.
- For e-invoices or if you manage scanned invoices internally, enabling this feature is much easier.
Automate Account Posting with Captured References and Default Values
Rillion Prime can help you streamline account postings by using captured references and default values. Here’s how it works:
- If Reference 1 or Reference 2 contains a value that matches an object, the system will automatically copy that reference to the correct object field in the account posting.
- You can also apply default values—such as a default cost center for a project or a default object for a vendor—so that account posting lines in the invoice log are populated automatically.
This setup reduces the need to create separate reference matches and account posting proposals for every scenario, giving you a higher level of automation.
Example:
- If Reference 1 includes a project number and that project exists in the object register, the system will assign it to the account posting line.
- If that project is linked to a specific cost center, the system will also add the cost center—even if it wasn’t in the reference fields.
How to Enable This Functionality
To make this work, you need to do two things:
- Activate a company parameter
- Update the account posting proposal to use captured values
Step 1: Activate in Company Settings
Go to Administration > Registers > Company and open the company you want to configure.
Under Invoice log, you’ll find these parameters:
- Use specified default object values to complete account posting string
- Captured reference 1 represents values of object type
- Captured reference 2 represents values of object type
Key points:
- Check or uncheck the box to activate or deactivate default object values.
- If a reference parameter is set to No, its value won’t populate the account posting line.
- If set to Any object type, the system searches all active objects to find the correct match.
- To avoid conflicts (e.g., the same value for cost center and project), specify the object type in the dropdown.
Step 2: Activate in Account Posting Proposal
Even if the company's setting is active, you can choose whether to use captured or default values for specific proposals.
Go to Administration > General information > Account posting proposal and select the proposal to update:
- Check Use captured references as objects to enable captured references.
- Check Use default values as objects to enable default values.
Default values are applied in this order:
- Reference 1
- Reference 2
- Vendor
- Account
- Object
Tip: Activate this on your standard account posting proposal for maximum benefit.
Validating Vendor Bank Accounts
Vendors may update their banking details or utilize different accounts for distinct transactions, which can present challenges in maintaining an accurate vendor register. To ensure payments are sent to the correct recipient, Rillion Prime can validate that the bank account on the invoice matches the account listed on the vendor card.
To enable this functionality, make sure the following is in place:
- The bank account must be captured on the invoice and entered in the Vendor Bank Account field. Only one value can be validated.
- Vendor bank accounts must be transferred from your ERP when vendors are synced to Rillion Prime.
If these conditions are met and an invoice is matched to a vendor but includes a bank account not listed on the vendor card, you’ll see a message in the invoice log:
“The specified bank account number does not belong to the selected vendor.”
Note: This is a warning only. The system will not block you from transferring the invoice from the invoice log.
Validating Payment Terms
Here’s another challenge for AP teams everywhere: how can we make sure we pay vendor invoices on time—but not ahead of time?
Rillion Prime has a solution for this, which is to set a payment term on the vendor card and let the system use that to calculate the due date on the invoice.
Where to Find the Setting
The setting for calculating due dates is located under:
Administration > Register > Company, in the Invoice Log section.
The parameter is called Calculate due dates for debit invoices, and you have several options:
- Choose “No” if you don’t want Rillion Prime to calculate the due date. In this case, the due date captured on the invoice will be used.
Note: If there is no due date on the invoice, the system will still calculate one based on the payment term on the vendor card.
- If you choose to calculate the due date, you can also select whether the system should calculate based on:
- Invoice date (recommended, since this is the date, the vendor uses to check if payment is late)
- Account coding date
Regarding credit invoices, it’s usually a different story. Most commonly, companies want the due date on credits to be set to the same as the invoice date, to ensure quick processing. Therefore there is a separate parameter to specify how the due date should be set on credits.
Handling Bank Holidays
You also need to decide what happens if the calculated due date falls on a bank holiday:
- Move the date to the day before the holiday
- Move the date to the day after the holiday
For this to work, Non-banking days must be set up in Rillion Prime. Some integrations transfer holidays from the ERP to Rillion Prime, but not all. A guide for working with non-banking days is available here:
In the Invoice Log
When the invoice appears in the log, the calculated due date will be shown in the Due Date field. To the right of this field, you will see the captured due date for comparison.
Notes:
- The system only calculates the due date; it does not compare the captured due date to the calculated date, so you will not receive a warning if they differ.
- If you change the vendor on an invoice, clear the Due Date field and click Match. The system will then calculate a new due date based on the new vendor. If you don’t clear the field, the system will not update it.
Reports & Insights
Rillion Prime has several useful reports, both under Reports and in Rillion Analytics. Most of the reports only show invoices that have been transferred from the invoice log. If you want to follow up on what has happened in the invoice log, there are some reports that are especially useful for that.
Show captured invoices
The Show Captured Invoices report displays all invoices that have been imported to Rillion Prime, also the ones that are in the Invoice Log but have not yet entered the invoice flow or been booked in the ERP. These invoices will not appear in most reports in Rillion Prime—except in this one.
You can find the report under Reports > Invoice.
This report shows invoices exactly as they were when imported into Rillion Prime—before they were linked to a company or vendor, before the due date was recalculated, and before any matching occurred. It’s also the only report where you can find invoices that were deleted from the Invoice Log and never transferred into the flow.
Date Field
The Date search field refers to the Capture Date:
- For e-invoices, this is the date the invoice was imported into the Invoice Log.
- For scanned invoices, it’s usually the scanning date, which may be a day or so before import.
Status Field
You can search for invoices by any status or specify a particular one. There are four statuses:
- Received
The invoice has been received by Rillion Prime but not fully imported into the Invoice Log. This status should only appear briefly.- If an invoice remains in this status, check the Error column on the far right.
- If many invoices are stuck here, contact Rillion Support for assistance.
- Transferred to Invoice Queue
The invoice is in the Invoice Log and has not yet entered the flow. - Deleted from Queue
The invoice was deleted from the Invoice Log. This is the only place in Rillion Prime where you can find such invoices. Note: the invoice image will not be available—only the report data. - Transferred to Prime
The invoice has moved from the Invoice Log into the flow
Tips for Searching
- Searches use captured values, meaning data from before the invoice was linked to a company or vendor.
- For e-invoices imported via corporate ID, VAT number, or company name, you cannot search using your internal company ID. Similarly, vendor IDs from your vendor register may not work.
- The easiest way to find an invoice is often by vendor invoice number, possibly combined with the approximate arrival date.
- If the invoice has been transferred into the flow, it will have a serial number in Rillion Prime, which you can also use for searching.
Analytics Reports
Rillion Analytics helps you monitor your organization’s overall automation level. Two reports are particularly useful for tracking activity in the Invoice Log:
Invoice Log (under AP Reports)
This report provides a snapshot of the Invoice Log as of the last Rillion Analytics update.
It’s a great way to start your day, giving you a quick overview of the invoices currently in the log and the work ahead.
Invoice Log Tracking (under Performance Tracking Reports)
This report shows how work has been handled in the Invoice Log, including:
- Number of invoices manually matched to a vendor
- Frequency of changes to invoice headers (e.g., updating references, adding contract numbers, adjusting due dates)
- Number of invoices manually transferred from the log
- Which users have processed the most invoices
You can filter results by period, company, vendor, capture type, reference, user, or any of the changes mentioned above.
This report is an excellent tool for identifying areas where automation can be improved in the Invoice Log.
Concluding remarks
We hope this guide has given you valuable tips to enhance your work in the Invoice Log and boost automation and efficiency. There are always more ways to optimize your processes, so if you’re interested in exploring further, we recommend booking a session with a Rillion consultant. They can help you address your specific needs and uncover new opportunities for improvement.
Thank you for reading! We hope these tips help you streamline and automate your work in the invoice log.
Good luck and enjoy making your AP processes more efficient.