AP Automation Supplier Access Applet
The supplier’s window on a buyer’s AP Automation reconciliation: a login linked to a Consolidated Arap group sees the e-Invoices its suppliers issued and how each matched, or did not, against the buyer’s goods received notes, and can type a supplier remark and an action deadline — everything else is read-only, and nothing here touches the buyer’s ledger, stock or balances. An empty screen usually means the buyer’s side has produced no rows yet, because the buyer’s matching runs only when it is scheduled, not that the login is wrong.
Your job, and the screen for it
| The job | Screen or tab | Read |
|---|---|---|
| See how your e-Invoices matched the buyer’s goods received notes | E-invoice Summary, then B2B vs E-invoice Summary — an empty screen means the buyer’s side has not produced a row yet, not a wrong login | Screens and menus; Troubleshooting |
| Explain an unmatched e-Invoice and set an action deadline | A row opened from a freshly loaded listing › Main Details › Supplier Remarks, Action Deadline, Save — the buyer’s Finance Remarks never reaches you | Main Details |
| Check whether the buyer has paid | Payment Status on the row, read-only — PAID is a mark the buyer set; confirm against your bank | Main Details |
| Read the buyer’s purchase order, delivery order and GRN behind a match | A B2B vs E-invoice Summary row › Purchase Order, Delivery Order, GRN tabs (read-only) | Screens and menus |
| Give a supplier access (the buyer’s job) | Supplier applet › Consolidated Arap: a group holding the supplier entity, its account name the supplier’s e-Invoice name and its code distinctive, with the login linked; the applet granted to the login; the buyer’s matching jobs scheduled | Before you can use it |
Overview
The AP Automation Supplier Access Applet is the supplier’s window on the buyer’s AP Automation reconciliation. A user whose login is linked to a Consolidated Arap group in the buyer’s tenant opens it and sees only the e-Invoices that group’s suppliers issued, each with how it matched — or did not — against the buyer’s goods received notes. The supplier can type a Supplier Remark and set an Action Deadline on each row; everything else is read-only. The matching report the buyer’s finance team e-mails to suppliers points them here to explain unmatched cases.
It creates no document and changes nothing in the buyer’s ledger, stock or supplier balance. It writes two columns on the buyer’s tracking row.
The window title is AP Automation Supplier Access Applet.
Where it fits
| Position | Applet / document | Relationship |
|---|---|---|
| Module | Purchasing, E-Invoice | The supplier-facing half of the AP reconciliation |
| Buyer’s applet | AP Automation | The same matching records, limited to the supplier’s group; the buyer’s Payment Status is visible here read-only (their Finance Remarks is not shown here at all), the supplier’s Supplier Remarks and Action Deadline are visible there read-only |
| Access | Supplier → Consolidated Arap → its login links | Not the Supplier Login tab the other supplier-access applets use. Everything in this applet is limited to the Consolidated Arap groups the signed-in login is linked to: E-invoice Summary shows the rows stamped with one of those groups, and B2B vs E-invoice also narrows your matched lines to the groups’ supplier entities |
| Siblings | Purchase Order Supplier Access, Purchase GRN Supplier Access | The buyer’s orders and receipts, through the Supplier Login link |
Screens and menus
| Menu | Route | What it is |
|---|---|---|
| E-invoice Summary | einvoice-summary | One row per e-Invoice of type 01 issued by a supplier in the login’s group: Supplier Name, E-invoice No, E-invoice Date, E-invoice Amount, Purchase Order No, Delivery Order No, Validation Datetime, LHDN unique no, Source, Supplier Remarks. Advanced search by supplier name |
| B2B vs E-invoice Summary | b2b-einvoice-summary | The reconciliation grid for the group’s suppliers: the e-Invoice header beside the buyer’s matched delivery-note / GRN lines, amount difference, document and value matching, remarks, action deadline, payment status |
| Settings | settings/… | Field Settings (renders nothing — see below), Default Selection, Webhook, Client Side Permission, Permission Set / User / Team / Role Permission |
| Personalization | personalization/… | Personal Default Selection, Sidebar |
There are no HIDE_…_MENU settings; the two menus are fixed.
Opening a row on either screen shows Main Details with the e-Invoice and matching fields read-only and two editable controls — Supplier Remarks and Action Deadline — plus Save. On the B2B vs E-invoice screen the Purchase Order, Delivery Order and GRN tabs show the buyer’s matched documents read-only.
Configuration
Before you can use it
| Prerequisite | Where | Why |
|---|---|---|
| A Consolidated Arap group containing the supplier entity or entities, whose account name is the supplier’s name as printed on its e-Invoices (or whose account code appears inside that name) | Supplier → Consolidated Arap | The group is the unit of access, and it holds no amounts. When the buyer’s matcher records an e-Invoice it looks the group up by the e-Invoice supplier name — trigram similarity > 0.8 to the group’s account name, upper-cased, or the name containing the group’s code — and stamps the row with that group. Every group not deleted is searched, an inactive one included, and the code matches anywhere inside the name, so a short code can claim other suppliers’ e-Invoices. A row that found no group carries none and is invisible in this applet and refused on update, however the login is linked. An e-Invoice that two or more groups claim is worse off: the matcher stops on it before writing, so it gets no summary row at all — on the buyer’s screens as well as here — or, if it already had one, that row stops being updated; the matcher tries it again on each run and fails the same way until only one group claims it |
| The supplier user’s login linked to that group | Supplier → Consolidated Arap → the group’s login links | Everything this applet does is limited by that link, and refused when nothing is linked |
| The buyer’s AP Automation processors scheduled, and the buyer’s GRNs carrying the supplier’s delivery-order number in Client Doc 3 | Buyer’s tenant | This applet only reads rows those processors create; an e-Invoice gets a row once they run, and a match only through a GRN’s Client Doc 3. Nothing schedules the processors by default — see What this applet will not do today |
| The applet granted to the supplier’s login | Buyer’s tenant administration | As for any supplier-access applet |
Applet settings
Field Settings exists on the menu and in the routes, but it is a mock: the template shows a Lines Settings panel of slide toggles (Unit Discount, SST/VAT/GST, WHT and others) bound to no form control, and a SAVE button wired to nothing. Its component declares no controls and no save handler. Flipping a toggle changes nothing and is not stored.
Default Selection — the default branch, location, company and time zone (DEFAULT_BRANCH,
DEFAULT_LOCATION, DEFAULT_COMPANY and a time-zone key): declared, rendered and saved, and read by
no listing in this applet. Setting them changes nothing visible today.
Document behaviour settings
Not applicable — no document.
Settings in other applets that control this applet
| Setting | Where it is set | Effect here |
|---|---|---|
| Consolidated Arap groups and login links | Supplier | Decide which suppliers’ rows a login sees, and whether it sees anything |
Supplier name aliases (EINVOICE_MATCHING_SUPPLIER_NAME_ALIAS) | Tenant configuration, no screen | Decide whether the supplier’s e-Invoices matched at all — see the buyer’s applet page |
Who can change what
The applet checks no client-side permission and has none defined. What a login can see and change is decided entirely by its Consolidated Arap group membership, so that membership is the control to manage: adding a login to a group lets it read and update what the group covers.
Fields
Main Details
| Field | Meaning | Editable | Notes |
|---|---|---|---|
| Supplier Name, E-invoice No, E-invoice Date, E-invoice Amount, Delivery Order No, Validation Datetime, LHDN unique no, Source | The e-Invoice as the buyer’s OCR or Peppol reception recorded it | No | |
| Document Matching Status, Value Matching Status | M / UM from the buyer’s matcher | No | Document Matching turns M as soon as one delivery-order number on your e-Invoice finds a GRN, not all of them; Value Matching is M only when the amount then equals the matched GRNs exactly, with no tolerance. So M then UM usually means a delivery order the buyer has not received yet, or received under another number — say which in Supplier Remarks |
| Payment Status | PENDING / PAID, set by the buyer’s finance team | No | PAID is a mark someone on the buyer’s side set; nothing there pays or posts because of it. Confirm against your bank before you close the invoice in your own books |
| Supplier Remarks | Free text | Yes | The buyer sees it on both summary screens and in the matching report e-mail. The buyer’s own reply, Finance Remarks, never reaches you — neither screen here nor that e-mail carries it, so agree another channel for answers. Open the row from a freshly loaded listing before you save: Save sends back the row as the listing loaded it |
| Action Deadline | Date | Yes | Yours alone: the buyer sees it read-only on their summary screens and their Save does not write it |
Lifecycle and effects
No document, no statuses, no posting. Save on either screen re-checks the login’s group membership and saves the Supplier Remarks and Action Deadline on the row. The buyer’s finance team sees the change in their B2B vs E-invoice Summary on the next load; nothing is e-mailed on save.
The buyer’s matching report (an Excel file e-mailed to every login linked to the group) is what brings a supplier here; the applet itself sends nothing.
Nothing posts. No document, no journal, no stock, no VOID.
What this applet will not do today
Everything above works. Whether a supplier who signs in sees anything depends on the buyer’s side, so here is what has to be true there — the same list the buyer’s page gives, seen from the supplier’s chair.
- The buyer’s matching has to be scheduled. The rows this applet shows come from the buyer’s four matching jobs, and nothing schedules them by default — each runs only if it is scheduled or run by hand. The matching report that e-mails a supplier and points them here is a fifth job in the same state. A buyer who switches the applets on and waits will wait for ever; ask BigLedger to schedule the jobs.
- The access has to be built. A Consolidated Arap group has to exist and the supplier’s login has to be linked to it; neither happens as a side effect of anything else.
- The buyer’s GRNs have to carry your delivery-order number. The buyer’s matcher compares the delivery-order number on your e-Invoice with the number the buyer keyed in the GRN’s Client Doc 3 — not its External Delivery Order box, and not a delivery-note document, which the matcher does not need. The full account is on the buyer’s page.
What that means for you, concretely. If you are the buyer: giving a supplier a login gives them an empty screen, however carefully the group and link are set up, until your matching jobs are scheduled; and a screen of unmatched rows until your GRNs carry the supplier’s delivery-order number in Client Doc 3. If you are the supplier and you were sent here: an empty screen means your customer’s side has not produced a row yet, not that your login is wrong.
Related applets
- AP Automation — the buyer’s applet and the full description of how a row gets its matching statuses.
- Supplier — the Consolidated Arap groups and login links that decide what a supplier sees.
- Purchase Order Supplier Access and Purchase GRN Supplier Access — the buyer’s orders and receipts, seen through the Supplier Login link rather than a Consolidated Arap group.
Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| The supplier signs in and both summary screens are refused | The login is linked to no Consolidated Arap group | Link the login on the Supplier applet’s Consolidated Arap screen |
| E-invoice Summary lists the supplier’s e-Invoices, but B2B vs E-invoice Summary is refused | The login’s groups hold no supplier entity. E-invoice Summary depends only on the group stamped on each row; B2B vs E-invoice narrows your GRN lines to the groups’ supplier entities, and with none to narrow to it refuses the screen | Put the supplier entity in the group — every supplier record you buy from them under |
| The login is linked, the group holds the supplier, and every screen is still empty | The buyer’s matching table has no rows at all: the buyer’s processors are not scheduled | Nothing on the supplier side. The buyer needs a scheduling request — see What this applet will not do today |
| The login is linked, the e-Invoices exist in the buyer’s summaries, and the supplier still sees nothing | The rows carry no group: the group’s account name was not similar enough (> 0.8) to the supplier name on the e-Invoice, or its code does not appear in that name, so the matcher stamped nothing | Rename the group’s account name to the supplier’s e-Invoice name (or set its code to a distinctive fragment of it); rows are re-stamped when the matcher next updates them. For an e-Invoice read from a PDF, Reprocess on the buyer’s OCR E-invoice screen re-reads it and marks its record changed, which puts it back in line for the next matching run — the new stamp comes with that run, not with the click, and the run happens only when it is scheduled or triggered (a run takes records changed in the previous hour by default) |
| The supplier sees another company’s e-Invoices | The group’s name or code claimed them. The E-invoice Summary a login sees is narrowed by the group stamped on each row, and the matcher stamps a row with any group whose account name is similar (> 0.8) to the printed supplier name or whose code appears anywhere inside it — so a short code, or a name close to another supplier’s, claims that supplier too. The supplier entities you put in the group narrow only the matched GRN lines on B2B vs E-invoice, not which e-Invoices appear | Give the group a distinctive code and the supplier’s exact e-Invoice name. That stops new claims; it does not release rows already stamped, because the matcher overwrites a stamp only when it finds a group and never clears one — check those rows on the buyer’s side and raise any still wrongly claimed with BigLedger support |
| An e-Invoice is in neither the buyer’s summaries nor the supplier’s, though the buyer’s OCR or Peppol record for it exists | Two or more groups claim it (similar names, or one group’s code inside another supplier’s name), so the matcher stops before writing its row and retries it every run | Make the groups’ names and codes distinct enough that exactly one claims that supplier name — remember that an inactive group still claims; the row is written on the next run that finds one group |
| An e-Invoice the supplier issued is missing | Only type 01 rows appear on E-invoice Summary; or the buyer’s OCR or Peppol feed has not picked it up yet | Check the type; then the buyer’s processors must actually be scheduled — they run only from a job row or a hand call, and nothing adds that job row for you |
| Payment Status cannot be changed | It is the buyer’s field; read-only here | Expected |
| Save appears to do nothing | The update is refused when the login’s group membership no longer includes the row’s supplier | Re-link the login |
| Field Settings shows toggles that do not stick | The screen is a mock — no control is bound and SAVE does nothing | Expected; there is nothing to configure |
Related documentation
- Purchasing Module — the supplier’s window — how the seven supplier-access applets differ
- E-Invoice Module