How do I use the AP Hub?

SECTION 2 — What You Do Every Day

AP Hub Code Colors: What They Mean

 

DAILY WORKFLOW (3 STEPS)

1️⃣ Process Invoices (Open red + yellow coded invoices)

Why: So you can focus on exceptions

2️⃣ Use Workflow Status (Optionally)

Why: So you never use your place

3️⃣ Adjust coding for parts

Why: So you can ensure everything is accurate and accounted for

4️⃣ Assign tasks when you need help

Why: If you can’t recode or are unsure, ask the appropriate team member (creates accountability)

Your goal:
✔ Every invoice is coded accurately
✔ No uncategorized or unsold items before paying off vendor
✔ Clean month-end

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SECTION 3 — How to Work Each Invoice

1. Open invoice

Check vendor, date, RO numbers, line items.

2. Fix coding

Examples:

• Wrong RO number (but sold)? →  change code to Sold to Customer

• Inventoried? → change code to Inventory Purchase

• Was sold on the RO, but matching issue? → recode to Sold to Customer

• Unsure? → Create a task using the Tasks tab and assign to the appropriate user

Important: Your goal is to code the money, not “force matches.”

SECTION 4 — How to Work Each Statement (AP Hub)

1. Open the statement and verify 

Click into the vendor statement inside the AP Hub.

Check:

• Statement date

• Beginning balance

• Ending balance

• Total amount due

• Missing AP Docs column

After verifying the statement, it will go through a reconciliation process by WickedFiles AI

2. Verify all invoices are uploaded

Once the statement has been reconciled by the AI, check and look for line items in the statement that are not matched:

• Check Missing AP Docs

• Upload any missing invoices

• Make sure multipage invoices were uploaded together

Most unmatched statement items are simply missing documents.

3. Confirm credits are applied

Look for:

• Open credits not reflected on the statement

• Credit memos uploaded but not matched

• Returns that were never actually credited

If a credit memo exists but isn’t applied, contact the vendor before paying.

Remember: Returned ≠ Credited.

4. Review exceptions before payment

Before marking a statement verified:

• Resolve red/yellow invoices in the AP Hub

• Confirm high-dollar transactions

• Make sure no large inventory purchases were miscoded

You are validating the balance — not just clearing the screen.

5. Mark as Reviewed (Only When Clean)

Once:

• All invoices are uploaded

• Credits are accounted for

• The balance matches expectations

Mark the statement as Verified.

Important: Your goal is to validate the vendor balance before money leaves the bank — not rush to payment.

SECTION 5 — The Four Tabs of the AP Hub

Triaging Document Issue Examples