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Data Template: Accounts Payable Invoice Processing

Sage Intacct

Accounts Payable Invoice Processing Attributes (25) Accounts Payable Invoice Processing Activities (14) Extraction Guides (3)

Your Accounts Payable Invoice Processing Data Template

This template provides a clear framework for collecting the necessary data to analyze your Accounts Payable Invoice Processing. It outlines the essential attributes and activities you'll need to extract from your systems. Use this guide to streamline your data preparation and kickstart your process mining journey efficiently.

Recommended attributes to collect
Key activities to track
Extraction guidance

New to event logs? Learn how to create a process mining event log.

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Accounts Payable Invoice Processing Attributes

These are the recommended data fields to include in your event log for a comprehensive analysis of your accounts payable invoice processing.

5 Required 9 Recommended 11 Optional

	Name	Description
	Invoice InvoiceNumber	The unique identifier for each supplier invoice, serving as the primary case ID for tracking its journey from receipt to payment.
Description The Invoice Number is the cornerstone of Accounts Payable analysis, uniquely identifying each invoice processed. It links all related activities, such as validation, approval, and payment, into a single, cohesive process instance. In process mining, this attribute allows for the end-to-end reconstruction of each invoice's lifecycle. It is used to analyze process flows, identify bottlenecks on specific invoices, and calculate case-level metrics like total cycle time. All other attributes provide context to the journey of this specific invoice number. Why it matters This is the essential Case ID that connects all process steps for a single invoice, making it possible to analyze the end-to-end processing time and path. Where to get This is typically the 'Bill No.' or 'Invoice #' field within the AP Bill or Vendor Invoice object in Sage Intacct. Examples INV-2023-001237854-AXBSI-990432
	Activity ActivityName	The name of the specific process step or event that occurred, such as 'Invoice Approved' or 'Payment Executed'.
Description The Activity Name describes a single step within the Accounts Payable process. These activities form the sequence of events that constitute the process flow for each invoice. Analyzing the sequence of these activities is the core of process mining. It allows for the discovery of the actual process map, identification of deviations from the standard procedure, and analysis of rework loops (e.g., 'Discrepancy Found' followed by 'Discrepancy Resolved'). The frequency and order of activities are fundamental to understanding process efficiency. Why it matters This attribute defines the steps in the process map, which is essential for visualizing the process flow, identifying bottlenecks, and analyzing deviations. Where to get This attribute is derived from system events, status changes, or audit trail entries in Sage Intacct related to AP Bills and Payments. Examples Invoice ReceivedInvoice ApprovedPayment ScheduledPayment Executed
	Last Data Update LastDataUpdate	The timestamp indicating the last time the data for this record was refreshed or extracted from the source system.
Description This attribute provides a timestamp for the most recent data extraction. It is crucial for understanding the freshness of the data being analyzed and for managing data refresh schedules. In dashboards and reports, this information informs users about the timeliness of the insights. For instance, if the last update was a week ago, any conclusions drawn must consider that recent process activities are not yet included. It is a key field for data governance and maintaining trust in the analysis. Why it matters Indicates the freshness of the data, allowing users to understand how current the process analysis is and when the next data refresh is needed. Where to get This timestamp is generated and added to each row during the data extraction, transformation, and loading (ETL) process. Examples 2023-11-20T04:00:00Z2023-11-21T04:00:00Z
	Source System SourceSystem	The system from which the data was extracted, typically a static value identifying the ERP or accounting software.
Description This attribute identifies the origin of the process data. In a multi-system environment, it helps differentiate data sources and ensures data lineage is clear. For this view, the value will consistently be 'Sage Intacct'. While often a static value in a single-system analysis, it is crucial for data governance and for potential future projects that might blend data from multiple systems. It confirms that the analysis is based on data from the intended source. Why it matters Ensures data provenance by clearly identifying the origin of the data, which is crucial for data governance and in multi-system environments. Where to get This is typically a static value added during the data extraction and transformation process. Examples Sage Intacct
	Start Time EventTime	The precise date and time when a specific activity or process step occurred.
Description Event Time, or the timestamp, records the exact moment an activity happened. This chronological data is essential for ordering events correctly and for calculating the duration between different steps in the process. In process mining analysis, timestamps are used to build the process map in chronological order, calculate cycle times between activities, and analyze process performance over time. It enables the identification of when delays occur (e.g., during weekends or after business hours) and is the basis for all time-based KPIs. Why it matters This timestamp is critical for ordering events chronologically and calculating all duration-based metrics, such as cycle time and waiting time. Where to get Derived from various date fields on Sage Intacct objects, such as 'Creation Date' on AP Bills, 'Approval Date', or 'Payment Date' on AP Payments. Examples 2023-10-26T10:00:00Z2023-10-27T14:35:10Z2023-11-05T09:15:00Z
	Cost Center CostCenter	The specific department or business unit to which the invoice expense is allocated.
Description The Cost Center is an organizational dimension that indicates which part of the business is responsible for the expense on the invoice. It is used for budgeting, cost allocation, and financial reporting. In process mining, this attribute is vital for the 'Cost Center Processing Inconsistencies' dashboard. It allows for comparing key metrics like cycle time and rework rates across different cost centers. Identifying high-performing cost centers can reveal best practices that can be shared, while underperforming ones may require targeted process improvements or training. This is the primary attribute for the 'Cost Center Cycle Time Variance' KPI. Why it matters Enables performance comparison across different business units, highlighting inconsistencies and opportunities for process standardization. Where to get This is a standard dimension available on AP Bill line items in Sage Intacct, often labeled 'Department' or a custom dimension for Cost Center. Examples Sales - USMarketingIT InfrastructureResearch & Development
	Due Date DueDate	The date by which the invoice payment is due, according to the payment terms.
Description The Due Date is the contractually agreed-upon date for settling an invoice. This date is determined by the invoice date and the payment terms negotiated with the vendor (e.g., Net 30). This attribute is essential for monitoring on-time payment performance and for financial planning. It is used in the 'Payment Compliance & Policy Adherence' dashboard to flag late payments. It is also critical for calculating the 'Early Payment Discount Capture Rate' KPI, as it serves as the baseline against which early payments are measured. Why it matters This date is critical for analyzing on-time payment rates, managing cash flow, and identifying opportunities for capturing early payment discounts. Where to get This is the 'Due Date' field on the AP Bill object in Sage Intacct. It can be manually entered or automatically calculated based on payment terms. Examples 2023-11-152023-12-302024-01-10
	Invoice Amount InvoiceAmount	The total monetary value of the invoice.
Description The Invoice Amount represents the total financial value of the invoice submitted by the vendor. This is a critical attribute for financial analysis and for understanding how the value of an invoice impacts its processing path. In analysis, it is used to segment invoices into value bands (e.g., low, medium, high value) to see if higher-value invoices follow different approval paths or take longer to process. It is also a key component of the 'Payment Policy Conformance Rate' KPI, as approval limits are often based on this amount. It helps prioritize process improvement efforts on high-value transactions. Why it matters Allows for value-based analysis, such as identifying if high-value invoices follow different paths or take longer, and is key for checking approval limit compliance. Where to get This is the 'Amount' or 'Transaction Amount' field on the AP Bill object in Sage Intacct. Examples 150.755000.0025000.50
	Invoice Status InvoiceStatus	The current processing state of the invoice within the AP workflow.
Description The Invoice Status indicates the current position of an invoice in its lifecycle, such as 'Draft', 'Submitted for Approval', 'Approved', or 'Paid'. This provides a snapshot of the invoice's progress. This attribute is crucial for the 'Invoice Throughput & Volume Trends' dashboard, which shows the distribution of invoices across different statuses at any point in time. It helps operations managers monitor workloads, identify bottlenecks where invoices are accumulating, and forecast completion times. Tracking status changes over time is a common way to generate the activity log for process mining. Why it matters Provides a snapshot of an invoice's current state, which is vital for monitoring workloads and identifying stages where invoices get stuck. Where to get This is typically a 'State' or 'Status' field on the AP Bill object in Sage Intacct. Examples DraftSubmittedApprovedPaid
	Payment Status PaymentStatus	The current status of the payment transaction associated with the invoice.
Description The Payment Status describes the state of the payment itself, distinct from the invoice status. Possible values include 'Scheduled', 'In Progress', 'Paid', 'Cleared', or 'Failed'. This attribute is the focus of the 'Payment Status & Error Monitoring' dashboard. It allows the finance team to track the success of payment runs, quickly identify and resolve failed payments, and monitor for potential duplicate payments. Understanding the time spent in each payment status helps to refine the payment execution process and improve cash flow predictability. Why it matters Tracks the success and state of the final payment step, helping to quickly identify and resolve payment errors or delays. Where to get This information is found on the AP Payment or Bill Payment object in Sage Intacct. Examples ScheduledSent to BankClearedVoided
	Posting Date PostingDate	The date the invoice transaction is posted to the General Ledger (GL).
Description The Posting Date is the date on which the financial transaction associated with the invoice is officially recorded in the company's books (the General Ledger). This date is crucial for accounting and financial reporting, as it determines the fiscal period in which the expense is recognized. In process analysis, the time lag between receiving an invoice and its posting date can reveal inefficiencies in the validation and approval stages. It is a key milestone for the 'Invoice Posted To GL' activity and is often used to measure the 'book-to-pay' portion of the cycle time. Analyzing posting dates helps ensure timely financial closing and accurate reporting. Why it matters Indicates when an invoice is officially recorded in the financial system, which is crucial for measuring accounting cycle times and ensuring timely financial reporting. Where to get This is the 'Posting Date' field on the AP Bill object in Sage Intacct. Examples 2023-10-282023-11-022023-11-10
	Purchase Order Number PurchaseOrderNumber	The identifier for the Purchase Order (PO) associated with the invoice, if applicable.
Description The Purchase Order Number links an invoice to a pre-approved procurement request. Invoices can be PO-backed or non-PO. The presence of a PO number typically enables a more automated matching process (two-way or three-way matching). This attribute is fundamental for analyzing the 'Purchase Order Matched' activity and related discrepancies. It allows for segmenting the process into PO vs. non-PO invoices to compare their cycle times and automation rates. A high rate of discrepancies on PO-backed invoices might indicate issues with PO creation or receiving processes. Why it matters Distinguishes PO-backed invoices from non-PO invoices, which often follow different processing paths and have different automation potentials. Where to get This field is available on the AP Bill object in Sage Intacct, used to link the bill to an existing Purchase Order. Examples PO-004581PO-005123N/A
	User Name UserName	The name of the employee or user who performed a specific activity on the invoice.
Description The User Name identifies the individual responsible for an event in the process, such as data entry, validation, or approval. It provides accountability and helps in analyzing the performance of individual resources or teams. This attribute is essential for the 'Invoice Approval Cycle Time Analysis' dashboard, as it can be used to see if certain approvers are consistently slow. It can also identify top performers or users who may require additional training. Analyzing activities by user helps in resource management and understanding workload distribution. Why it matters Tracks which user performed an action, which is key for analyzing approver performance, workload distribution, and identifying training needs. Where to get This information is captured in the audit trail or history logs of AP Bill and AP Payment objects in Sage Intacct, associated with status changes or modifications. Examples Alice JohnsonBob Williamssystem.user
	Vendor Name VendorName	The legal name of the supplier or vendor who submitted the invoice.
Description The Vendor Name identifies the supplier associated with an invoice. This attribute is crucial for analyzing vendor-specific behaviors and performance within the Accounts Payable process. This dimension is used to filter the process map to see how invoices from specific vendors are handled. It is essential for the 'Vendor Performance & Processing Time' dashboard and the 'Vendor Cycle Time Variance' KPI, helping to identify which vendors' invoices are processed quickly and which ones consistently face delays or discrepancies, pointing to opportunities for vendor collaboration and process standardization. Why it matters Enables analysis of process variations and performance by supplier, helping to identify vendor-specific bottlenecks or invoice quality issues. Where to get This information is located in the 'Vendor' object in Sage Intacct, linked to the AP Bill. Examples Staples Inc.Office DepotGlobal Tech ServicesCreative Solutions LLC
	Approval Cycle Time ApprovalCycleTime	The time elapsed from when an invoice is sent for approval until it is finally approved.
Description Approval Cycle Time measures the duration of the approval phase of the process specifically. It is calculated as the difference between the 'Invoice Approved' timestamp and the 'Routed For Approval' timestamp. This metric is the focus of the 'Invoice Approval Cycle Time Analysis' dashboard. It helps pinpoint bottlenecks within the approval workflow, whether they are caused by specific approvers, departments, or invoice types. Reducing this cycle time is often a key objective, as it directly impacts the ability to capture early payment discounts and ensure on-time payments. Why it matters Measures the efficiency of the approval workflow, helping to identify slow approvers or bottlenecks that delay payments and risk missing discounts. Where to get This metric is calculated in the process mining tool by subtracting the timestamp of the 'Routed For Approval' activity from the 'Invoice Approved' activity. Examples 2 days 3 hours7 days 1 hour10 hours 30 minutes
	Currency Currency	The currency in which the invoice amount is denominated.
Description The Currency attribute specifies the unit of money for the invoice amount (e.g., USD, EUR, GBP). This is particularly important for multinational organizations that handle invoices in multiple currencies. In analysis, it's essential for correct financial reporting and for converting amounts to a common currency for comparison. Filtering by currency can also reveal if invoices in certain currencies face longer processing times, perhaps due to different banking regulations or approval processes. It provides necessary context to all monetary values. Why it matters Provides essential context for all monetary values, ensuring accurate financial analysis, especially in multi-national organizations. Where to get This is the 'Currency' field on the AP Bill object, often inherited from the Vendor record in Sage Intacct if multi-currency is enabled. Examples USDEURGBP
	Department Department	The name of the internal department associated with the invoice, often used for approvals and cost allocation.
Description The Department is an organizational attribute that assigns an invoice to a specific functional area within the company, such as 'Marketing' or 'Information Technology'. This is often used for routing approvals to the correct department head or manager. Similar to Cost Center, this dimension allows for performance analysis across different parts of the business. It can be used to compare approval times or rework rates by department, highlighting where processes are running smoothly versus where they are not. This analysis supports efforts to standardize the AP process across the entire organization. Why it matters Allows for process performance comparison between different functional areas of the business, supporting standardization efforts. Where to get This is a standard dimension in Sage Intacct that can be assigned to transactions like AP Bills. Examples MarketingSalesITFinance
	Discount Amount EarlyPaymentDiscountAmount	The potential monetary discount available if the invoice is paid before the standard due date.
Description This attribute represents the value of the early payment discount offered by the vendor, as defined by the payment terms (e.g., '2/10, Net 30' means a 2% discount if paid in 10 days). This amount is crucial for the 'Early Payment Discount Capture Rate' KPI and dashboard. It quantifies the savings opportunity for each invoice, allowing the finance team to prioritize payments that offer the most significant discounts. Analyzing the total potential discount amount versus the amount actually captured highlights the financial impact of process inefficiencies. Why it matters Quantifies the potential savings from early payments, helping to prioritize invoices and measure the financial impact of AP process efficiency. Where to get This value is typically calculated based on the 'Payment Terms' and 'Invoice Amount' fields on the AP Bill in Sage Intacct. Examples 10.0050.25250.00
	Discount Date EarlyPaymentDiscountDate	The deadline date for paying an invoice to be eligible for an early payment discount.
Description This attribute is the cut-off date by which an invoice must be paid to qualify for the discount offered by the vendor. It is calculated based on the invoice date and the discount terms (e.g., 10 days after the invoice date for '2/10, Net 30' terms). This date serves as a critical internal SLA for the AP process. The 'Early Payment Discount Capture Rate' dashboard uses this date to determine if a payment was made in time to receive the discount. Monitoring how close payments are made to this deadline can reveal bottlenecks in the approval and payment scheduling stages. Why it matters Acts as a critical deadline for the AP team; meeting it directly translates to cost savings for the company. Where to get This date is calculated from the 'Bill Date' and 'Payment Terms' on the AP Bill record in Sage Intacct. Examples 2023-10-252023-11-102023-11-30
	Discrepancy Reason DiscrepancyReason	A code or text describing the reason for an invoice discrepancy, such as a price or quantity mismatch.
Description The Discrepancy Reason provides context when an invoice fails validation or PO matching. It explains why the invoice was flagged for manual review, with common reasons including price differences, quantity mismatches, or missing information. This attribute is central to the 'Discrepancy Resolution Time & Rework' dashboard. By analyzing the most frequent discrepancy reasons, a company can identify root causes—whether they are related to specific vendors, items, or internal data entry errors. This insight is invaluable for driving targeted process improvements, such as updating master data or improving communication with vendors. Why it matters Explains the root cause of rework and delays, allowing for targeted improvements to reduce exceptions and increase the straight-through processing rate. Where to get This information may be stored in a custom field, a notes field, or derived from specific exception statuses within Sage Intacct or an integrated OCR/capture solution. Examples Price MismatchQuantity MismatchInvalid PO NumberDuplicate Invoice
	Invoice Cycle Time InvoiceCycleTime	The total time elapsed from when an invoice is first received to when its payment is fully cleared.
Description Invoice Cycle Time is a key performance indicator that measures the end-to-end duration of the Accounts Payable process for a single invoice. It is calculated as the difference between the 'Payment Cleared' timestamp and the 'Invoice Received' timestamp. This metric provides a high-level view of overall process efficiency. A long average cycle time can indicate systemic bottlenecks, complex approval chains, or high rates of rework. Analyzing this attribute helps in setting performance benchmarks and measuring the impact of process improvement initiatives over time. It is the primary KPI for the 'Invoice End-to-End Process Flow' analysis. Why it matters This is a critical KPI for measuring overall process efficiency. Reducing it can improve vendor relationships and enable better cash flow management. Where to get This metric is calculated in the process mining tool by subtracting the start time of the first event from the start time of the last event for each case. Examples 15 days 4 hours32 days 1 hour8 days 12 hours
	Invoice Date InvoiceDate	The date the invoice was issued by the vendor.
Description The Invoice Date, also known as the Bill Date, is the date printed on the invoice by the supplier. It marks the official start of the payment term period (e.g., the start of a 'Net 30' countdown). This attribute is used as a baseline for measuring the time it takes for an invoice to be entered into the system ('Invoice Received' activity), a metric known as 'invoice lag'. Reducing this lag is often a key goal for AP departments looking to improve their process visibility and cash flow forecasting. It is a fundamental date for many financial calculations. Why it matters Represents the starting point from the vendor's view and is used to calculate invoice receipt lag and determine the payment due date. Where to get This is the 'Bill Date' or 'Date' field on the AP Bill object in Sage Intacct. Examples 2023-10-152023-10-202023-11-01
	Is Rework IsRework	A boolean flag that is true if the invoice went through a rework loop, such as discrepancy resolution.
Description This calculated attribute flags invoices that have undergone one or more rework cycles. Rework occurs when a process step must be repeated due to an error or exception, such as a 'Discrepancy Found' event followed by a 'Discrepancy Resolved' event. This flag is used to calculate the 'Invoice Rework Rate' KPI and to filter the process map to analyze rework paths specifically. Understanding which invoices require rework, and why, is crucial for identifying the root causes of process inefficiencies, such as poor data quality from vendors or incorrect master data. Why it matters Flags invoices that required extra, unplanned work, helping to quantify process inefficiency and identify the root causes of exceptions. Where to get This boolean flag is calculated in the process mining tool by checking for the occurrence of specific rework activities (e.g., 'Discrepancy Resolved') in the case's event sequence. Examples truefalse
	Is Straight-Through IsStraightThrough	A boolean flag that is true if the invoice was processed without any manual intervention or rework.
Description This attribute identifies invoices that have been processed completely automatically, from receipt to payment scheduling, without any manual touches or exception handling. It is typically the inverse of the 'Is Rework' flag. This flag is used to calculate the 'Invoice Straight-Through Process Rate' KPI, a key measure of automation and process efficiency. A high straight-through rate indicates a mature and well-controlled AP process. Analyzing the characteristics of invoices that are not processed straight-through helps identify the remaining barriers to full automation. Why it matters Identifies fully automated invoices, helping to measure the success of automation initiatives and pinpoint opportunities for further improvement. Where to get This flag is calculated in the process mining tool, typically as the inverse of the 'IsRework' flag or by defining a 'happy path' sequence of activities. Examples truefalse
	Vendor ID VendorId	The unique system identifier for the vendor or supplier.
Description The Vendor ID is a unique, system-generated identifier for each vendor record. Unlike the Vendor Name, which can sometimes be inconsistent, the Vendor ID provides a stable key for linking data and performing analysis. While Vendor Name is more user-friendly for dashboards, Vendor ID is technically more reliable for aggregations and filtering, especially in cases where vendor names might have slight variations (e.g., 'Staples Inc.' vs. 'Staples'). It ensures that all transactions for a specific vendor are correctly grouped together for accurate performance analysis. Why it matters Provides a stable and unique key for a vendor, ensuring accurate aggregation of data for vendor-related analysis, even if vendor names have variations. Where to get This is the 'Vendor ID' field on the Vendor object in Sage Intacct. Examples V1001V1002V2304

Required Recommended Optional

Accounts Payable Invoice Processing Activities

These are the key process steps and milestones to capture in your event log for accurate discovery and analysis of your invoice workflow.

7 Recommended 7 Optional

	Activity	Description
	Invoice Approved	Signifies that the invoice has been approved by the designated authority and is ready for payment posting. This is an explicit event captured in the Sage Intacct approval history or audit trail.
Why it matters A critical milestone that concludes the approval cycle. Delays before this step indicate approval bottlenecks, while a quick approval is key to capturing early payment discounts. Where to get Captured explicitly from the approval history logs associated with the 'AP Bill' object. The timestamp and approver user are typically recorded. Capture Use the timestamp of the final approval record in the invoice's approval history. Event type explicit
	Invoice Posted To GL	Marks the transaction where the approved invoice is formally posted to the General Ledger, creating a financial liability. This is an explicit, core accounting event in Sage Intacct.
Why it matters This is a key financial milestone that makes the invoice an official liability of the company, readying it for payment and impacting financial statements. Where to get This is an explicit transaction. The posting date is stored directly on the 'AP Bill' object or in the associated 'GL Entry' records. Capture Use the 'Posting Date' from the AP Bill or the creation date of the related GL transaction. Event type explicit
	Invoice Received	Marks the start of the process when an invoice is entered into Sage Intacct, either manually or through an automated capture solution. This event is typically inferred from the creation timestamp of the AP Bill record.
Why it matters This establishes the starting point for all cycle time calculations, which is essential for measuring overall process efficiency and invoice throughput. Where to get Inferred from the 'Created Date' timestamp on the 'AP Bill' (APBILL) object. This is the most reliable start event for the process. Capture Use the creation timestamp of the AP Bill record. Event type inferred
	Payment Cleared	The final step, confirming that the payment has cleared the bank and the transaction is reconciled. This is typically captured during the bank reconciliation process in Sage Intacct's Cash Management module.
Why it matters This event marks the true end of the invoice lifecycle. The full end-to-end cycle time is measured up to this point, providing a complete picture of cash outflow. Where to get Inferred from the 'Clearing Date' or 'Reconciliation Date' associated with the 'AP Payment' transaction within the Cash Management module. Capture Use the clearing date from the bank reconciliation record linked to the payment transaction. Event type inferred
	Payment Executed	Marks the execution of the payment transaction, where funds are disbursed to the vendor. This is an explicit event with a specific transaction date.
Why it matters A crucial milestone for measuring payment compliance and the Early Payment Discount Capture Rate. The time from approval to this event shows payment processing efficiency. Where to get Captured from the 'AP Payment' object associated with the 'AP Bill'. This object will have a 'Payment Date' or transaction execution timestamp. Capture Use the 'Payment Date' field from the associated AP Payment record. Event type explicit
	Purchase Order Matched	Confirms that the invoice details, such as quantities and prices, have been successfully matched against a corresponding Purchase Order. This is often captured explicitly when a user links a PO to an AP Bill.
Why it matters A critical step for PO-backed invoices. Failures or long durations in matching indicate potential discrepancies and are a common source of bottlenecks. Where to get Captured through the transaction log or audit trail when a user performs the 'Match' action or links a 'Purchase Order' to the 'AP Bill' object. Capture Identify the event log entry for linking a Purchase Order to an AP Bill. Event type explicit
	Routed For Approval	Represents the submission of a validated and matched invoice into the approval workflow. Sage Intacct logs this action when an invoice is submitted for approval, triggering notifications.
Why it matters This marks the beginning of the approval cycle. Tracking this event is essential for analyzing the Average Invoice Approval Time KPI and identifying delays. Where to get Captured from the audit trail or transaction logs when the 'AP Bill' state changes to 'Submitted for Approval'. This action is often an explicit event. Capture Use the timestamp from the audit log when the invoice is submitted to the approval engine. Event type explicit
	Discrepancy Found	Indicates that a mismatch was identified during validation or matching, such as a price or quantity difference. This event is typically inferred when an invoice is placed in a 'Hold' or 'Exception' status.
Why it matters Pinpoints the start of rework loops. Analyzing the frequency and type of discrepancies is key to improving the Invoice Rework Rate KPI. Where to get Inferred from a status change on the 'AP Bill' object to a state like 'On Hold', 'Exception', or 'Discrepancy'. Audit trail may also show failed matching attempts. Capture Track timestamp of status change to an exception-related state on the AP Bill object. Event type inferred
	Discrepancy Resolved	Marks the resolution of a previously identified discrepancy, allowing the invoice to proceed with processing. This is inferred when an invoice's status changes from 'On Hold' back to a normal processing state.
Why it matters Measuring the time from 'Discrepancy Found' to 'Discrepancy Resolved' is crucial for the Discrepancy Resolution Cycle Time KPI. Where to get Inferred from a status change on the 'AP Bill' object from an exception state (e.g., 'On Hold') to an active state (e.g., 'Submitted', 'Pending Approval'). Capture Track timestamp of status change from an exception state back to a processing state. Event type inferred
	Early Payment Taken	A calculated event that occurs when a payment is executed within the vendor's early payment discount window. It is derived by comparing the payment execution date to the invoice and payment terms dates.
Why it matters Directly supports the Early Payment Discount Capture Rate KPI by explicitly flagging successful discount captures. This helps in analyzing and maximizing cost savings. Where to get Calculated by comparing the 'Payment Date' from the 'AP Payment' object against the 'Invoice Date' and 'Payment Terms' fields on the 'AP Bill' object. Capture IF 'Payment Date' <= ('Invoice Date' + Discount Period from 'Payment Terms'), THEN event occurs. Event type calculated
	Invoice Cancelled	Represents the cancellation or voiding of an AP Bill, terminating the process prematurely. This is an explicit action logged in the system's audit trail, effectively removing the liability.
Why it matters Identifies terminal exceptions in the process. A high cancellation rate may indicate problems with duplicate invoices or incorrect initial data entry. Where to get Captured explicitly when a user voids or cancels an 'AP Bill'. This action and its timestamp would be in the audit trail or reflected by a 'Void' or 'Cancelled' status. Capture Use the timestamp of the 'Void' transaction or status change to 'Cancelled' on the AP Bill object. Event type explicit
	Invoice Data Validated	Represents the successful validation of invoice data against business rules, such as correct vendor and required fields. This is often inferred when an AP Bill record is saved or submitted without triggering validation errors.
Why it matters Tracks the initial data quality check. Delays here can indicate issues with data capture accuracy or vendor compliance, impacting straight-through processing rates. Where to get Inferred from the timestamp when the AP Bill record moves from a 'Draft' to a 'Submitted' state. Check the 'State' or 'Status' field on the 'AP Bill' object. Capture Track timestamp of status change from 'Draft' to 'Submitted' on the AP Bill object. Event type inferred
	Invoice Rejected	Indicates that an approver has rejected the invoice, typically requiring it to be corrected and resubmitted. This is an explicit event captured in the approval history logs.
Why it matters Highlights rework loops within the approval process. A high rejection rate can signal issues with upstream data accuracy or policy non-conformance. Where to get Captured explicitly from the approval history logs associated with the 'AP Bill' object, which record 'Decline' or 'Reject' actions. Capture Use the timestamp of the 'Reject' or 'Decline' record in the invoice's approval history. Event type explicit
	Payment Scheduled	Represents the step where an approved and posted invoice is selected and included in a payment batch or run. This can be inferred when the invoice is added to an 'AP Payment Request' or similar batch object.
Why it matters Bridges the gap between approval and actual payment execution. Analyzing time spent here helps understand cash flow management and payment scheduling efficiency. Where to get Inferred from the creation date of the 'AP Payment' object that includes the 'AP Bill'. The status of the bill might also change to 'Scheduled for Payment'. Capture Use the timestamp when the AP Bill is linked to a scheduled (but not yet executed) payment batch. Event type inferred

Recommended Optional

Extraction Guides

How to get your data from Sage Intacct

Steps

Prerequisites: Ensure you have a Sage Intacct user role with permissions to access the Custom Report Writer, as well as read permissions for Accounts Payable, Purchasing, and Cash Management modules.
Navigate to the Report Center: Log in to Sage Intacct and navigate to Reports > Custom reports.
Create Report 1: Core Invoice Events: Create a new custom report. Select AP Bill as the primary object. This report will capture events directly available on the AP Bill record.
Add Joins for Report 1: In the 'Data' tab of the report writer, join the AP Bill object with the Vendor object to get the vendor name.
Define Columns for Report 1: In the 'Columns' tab, add fields like Bill No, Vendor Name, Total Amount, Due Date, PO Number, State, and key date fields: When Created (for 'Invoice Received'), When Posted (for 'Invoice Posted to GL'), and When Modified. Use formulas to create the ActivityName and EventTime columns for these specific events.
Create Report 2: Approval Events: Create a second custom report. Select AP Bill Approval (or a similar audit/history object) as the primary object. Join this back to AP Bill and Vendor using the AP Bill Key.
Define Columns for Report 2: This report will capture workflow events. Add columns for AP Bill No, Approver, and Date of the approval action. Use formulas to set the ActivityName to 'Routed For Approval', 'Invoice Approved', or 'Invoice Rejected' based on the approval status/action field. The EventTime will be the timestamp of the approval action.
Create Report 3: Payment Events: Create a third custom report. Select AP Payment as the primary object. Join to AP Payment Detail, then to AP Bill, and finally to Vendor.
Define Columns for Report 3: This report captures payment activities. Add columns for AP Bill No, Payment Date (for 'Payment Executed'), and State. To capture 'Payment Scheduled', use the When Created timestamp of the AP Payment record. Join to Bank Transaction (from Cash Management) and use the Reconciliation Date for the 'Payment Cleared' activity.
Run and Export Reports: For each of the three reports, set an identical date range filter (e.g., on the AP Bill creation date) for the last 3-6 months. Run each report and export the results as CSV files.
Combine and Transform Data: Use an external tool like Microsoft Excel (Power Query), a Python script, or a data preparation tool. Load the three CSV files. For each file, ensure the columns are named consistently (InvoiceNumber, ActivityName, EventTime, etc.). Stack (append/union) the data from all three files into a single table.
Finalize Event Log: In your transformation tool, add the static columns SourceSystem (e.g., 'Sage Intacct') and LastDataUpdate (the current timestamp). Calculate the derived event 'Early Payment Taken' by comparing the 'Payment Executed' date to the invoice due/discount date. Save the final combined table as a single CSV file, which is now the event log ready for upload.

Configuration

User Permissions: A role with access to the Custom Report Writer and read access to the following Sage Intacct objects is required: AP Bill, AP Payment, AP Payment Detail, Vendor, AP Bill Approval History, and Bank Transaction.
Date Range: It is crucial to apply a consistent date range filter across all reports to ensure data integrity. A common approach is to filter on AP Bill > When Created for a period of 3-6 months. For larger datasets, consider running the reports for shorter intervals (e.g., one month at a time) to avoid browser timeouts.
Object Joins: The accuracy of the extraction depends on correctly joining the different data objects. For example: AP Payment Detail links AP Payment to AP Bill. Incorrect joins will result in missing or duplicated data.
Report Filters: Beyond the date range, consider applying filters for specific Entities/Companies if you operate in a multi-entity environment. You may also filter by Vendor Type or Bill State to narrow down the scope.
Calculated Fields/Formulas: The report writer's formula capabilities will be used to create the static ActivityName column for each event within a report. This is a critical step to ensure the final output is structured correctly for process mining.

a Sample Query config

-- This is a configuration-based extraction using Sage Intacct's Custom Report Writer.
-- The logic is implemented by creating and combining multiple reports.

-- =============== REPORT 1: CORE INVOICE EVENTS ===============
-- Primary Object: AP Bill
-- Joins:
--   - AP Bill -> Vendor (on VENDORID)

-- Columns / Mapping:
--   InvoiceNumber: AP Bill.Bill No
--   VendorName: Vendor.Name
--   InvoiceAmount: AP Bill.Total Amount
--   DueDate: AP Bill.Due Date
--   PostingDate: AP Bill.When Posted
--   PurchaseOrderNumber: AP Bill.PO Number
--   CostCenter: AP Bill Entry.Department ID [Or other relevant dimension]
--   InvoiceStatus: AP Bill.State
--   SourceSystem: 'Sage Intacct' (Static Value)
--   LastDataUpdate: [Current Extraction Timestamp] (Static Value)

--   --- Activity: Invoice Received ---
--   ActivityName: 'Invoice Received' (Formula/Static)
--   EventTime: AP Bill.When Created
--   UserName: AP Bill.Created By

--   --- Activity: Invoice Data Validated ---
--   ActivityName: 'Invoice Data Validated' (Formula/Static)
--   EventTime: AP Bill.When Submitted for Approval [If available, otherwise use When Created]
--   UserName: AP Bill.Submitted By

--   --- Activity: Purchase Order Matched ---
--   ActivityName: 'Purchase Order Matched' (Formula/Static, create row only if AP Bill.PO Number is not null)
--   EventTime: AP Bill.When Modified [Timestamp when PO Number was populated, may require audit trail report]
--   UserName: AP Bill.Modified By

--   --- Activity: Discrepancy Found / Resolved / Cancelled ---
--   Note: These are status changes. Create one row per relevant status change from an Audit Trail report on AP Bill.
--   ActivityName: (Formula based on AP Bill.State change, e.g., IF(new_state='On Hold', 'Discrepancy Found', IF(old_state='On Hold', 'Discrepancy Resolved', '')))
--   EventTime: Audit Trail.When Changed
--   UserName: Audit Trail.Changed By

--   --- Activity: Invoice Posted To GL ---
--   ActivityName: 'Invoice Posted To GL' (Formula/Static)
--   EventTime: AP Bill.When Posted
--   UserName: AP Bill.Modified By


-- =============== REPORT 2: APPROVAL EVENTS ===============
-- Primary Object: AP Bill Approval History (or equivalent audit object)
-- Joins:
--   - AP Bill Approval History -> AP Bill (on BILLID)
--   - AP Bill -> Vendor (on VENDORID)

-- Columns / Mapping:
--   InvoiceNumber: AP Bill.Bill No
--   EventTime: AP Bill Approval History.Date
--   UserName: AP Bill Approval History.Approver Name
--   ... (other attributes joined from AP Bill)

--   --- Activity Logic ---
--   ActivityName: (Formula based on AP Bill Approval History.Action, e.g., IF(Action='Submitted', 'Routed For Approval', IF(Action='Approved', 'Invoice Approved', IF(Action='Rejected', 'Invoice Rejected', ''))))


-- =============== REPORT 3: PAYMENT EVENTS ===============
-- Primary Object: AP Payment
-- Joins:
--   - AP Payment -> AP Payment Detail (on RECORDNO)
--   - AP Payment Detail -> AP Bill (on BILLID)
--   - AP Bill -> Vendor (on VENDORID)
--   - AP Payment -> Bank Transaction (on PAYMENTKEY)

-- Columns / Mapping:
--   InvoiceNumber: AP Bill.Bill No
--   PaymentStatus: AP Payment.State
--   ... (other attributes joined from AP Bill and Vendor)

--   --- Activity: Payment Scheduled ---
--   ActivityName: 'Payment Scheduled' (Formula/Static)
--   EventTime: AP Payment.When Created
--   UserName: AP Payment.Created By

--   --- Activity: Payment Executed ---
--   ActivityName: 'Payment Executed' (Formula/Static)
--   EventTime: AP Payment.Payment Date
--   UserName: AP Payment.Created By

--   --- Activity: Early Payment Taken ---
--   ActivityName: 'Early Payment Taken' (Formula/Static, row generated only IF AP Payment.Payment Date <= AP Bill.Discount Date)
--   EventTime: AP Payment.Payment Date
--   UserName: AP Payment.Created By

--   --- Activity: Payment Cleared ---
--   ActivityName: 'Payment Cleared' (Formula/Static)
--   EventTime: Bank Transaction.Reconciliation Date
--   UserName: Bank Transaction.Reconciled By [Or similar field]

Steps

Prerequisites: Ensure you have Python 3.6+ installed along with the requests, pandas, and lxml libraries. Obtain Sage Intacct Web Services credentials (Sender ID, Sender Password, Company ID, User ID, and User Password) for a user with read permissions on the APBILL, APPYMT, and VENDOR objects.
Environment Setup: Create a new project directory. Install the required Python libraries using pip: pip install requests pandas lxml.
Configure the Script: Save the provided Python script to a file (e.g., extract_intacct_ap.py). Open the file and replace the placeholder values in the SAGE_INTACCT_CREDS dictionary with your actual credentials and endpoint URL.
Set Extraction Parameters: In the main section of the script, adjust the start_date and end_date variables to define the desired period for data extraction. A 3-6 month period is recommended for the initial analysis.
Execute the Script: Open a terminal or command prompt, navigate to your project directory, and run the script using the command: python extract_intacct_ap.py. The script will start sending requests to the Sage Intacct API.
Monitor Execution: The script will print progress messages to the console, indicating which object it is fetching and the number of records retrieved. This may take several minutes depending on the date range and data volume.
Handle API Pagination: The script automatically handles API pagination. It sends requests to fetch data in batches (pages) until all records within the specified date range are retrieved.
Data Transformation: Once the raw data is fetched, the script processes each APBILL and APPYMT record. It intelligently generates separate rows for each of the 14 defined business activities, calculating the correct ActivityName and EventTime for each step.
Data Enrichment: The script fetches vendor data based on the VENDORID from the bills and merges the VendorName into the event log, enriching the dataset.
Output Generation: Upon successful completion, the script will create a file named sage_intacct_ap_event_log.csv in the same directory. This file contains the structured event log.
Review the Output: Open the generated CSV file in a spreadsheet program to verify its contents. Check for the presence of all 14 activities and ensure the columns are populated as expected.
Upload to ProcessMind: The generated CSV file is now ready to be uploaded directly to the ProcessMind platform for analysis.

Configuration

API Credentials: The script requires a dictionary of credentials: sender_id, sender_password, company_id, user_id, and user_password. It is highly recommended to use a dedicated Web Services user with read-only permissions for security.
API Endpoint: The endpoint_url must be set to the correct URL for your Sage Intacct instance, typically https://api.intacct.com/ia/xml/xmlgw.phtml.
Date Range: The start_date and end_date variables control the extraction window. The script filters records based on the WHENCREATED field. For initial analysis, a range of 3 to 6 months is advisable to balance data volume and insight.
Query Filters: The XML queries within the script are designed to filter APBILL records by creation date. Additional filters (e.g., for specific STATE or DEPARTMENTID) can be added to the <expression> block in the XML payload if needed.
Pagination Size: The pagesize parameter in the readByQuery function is set to 1000, the maximum allowed value, for efficient data retrieval. The script's logic handles iterating through all subsequent pages automatically.
Object Fields: The script specifies the exact fields to be retrieved from each object (APBILL, APPYMT, VENDOR). If you use custom fields in your process, their API names must be added to the <fields> list for the corresponding object in the script.

a Sample Query python

import requests
import pandas as pd
from lxml import etree
import datetime
import time

class=class="hl-string">"hl-comment"># --- Configuration ---
class=class="hl-string">"hl-comment"># Replace with your Sage Intacct Web Services Credentials
SAGE_INTACCT_CREDS = {
    class="hl-string">"sender_id": class="hl-string">"[Your Sender ID]",
    class="hl-string">"sender_password": class="hl-string">"[Your Sender Password]",
    class="hl-string">"company_id": class="hl-string">"[Your Company ID]",
    class="hl-string">"user_id": class="hl-string">"[Your Web Services User ID]",
    class="hl-string">"user_password": class="hl-string">"[Your Web Services User Password]",
    class="hl-string">"endpoint_url": class="hl-string">"https://api.intacct.com/ia/xml/xmlgw.phtml"
}

class=class="hl-string">"hl-comment"># --- API Communication ---
def execute_sage_intacct_request(payload):
    class="hl-string">"""Sends an XML request to the Sage Intacct API and returns the response XML tree."""
    headers = {class="hl-string">"Content-Type": class="hl-string">"application/x-www-form-urlencoded"}
    try:
        response = requests.post(SAGE_INTACCT_CREDS[class="hl-string">"endpoint_url"], data=payload, headers=headers, timeout=300)
        response.raise_for_status() class=class="hl-string">"hl-comment"># Raise an exception for bad status codes
        return etree.fromstring(response.content)
    except requests.exceptions.RequestException as e:
        print(fclass="hl-string">"API Request Failed: {e}")
        print(fclass="hl-string">"Response content: {response.text if 'response' in locals() else 'No response'}")
        return None

def get_session_id():
    class="hl-string">"""Gets a session ID from Sage Intacct."""
    payload = fclass="hl-string">"""<?xml version="1.0" encoding="UTF-8"?>
    <request>
      <control>
        <senderid>{SAGE_INTACCT_CREDS['sender_id']}</senderid>
        <password>{SAGE_INTACCT_CREDS['sender_password']}</password>
        <controlid>req1</controlid>
        <uniqueid>false</uniqueid>
        <dtdversion>3.0</dtdversion>
        <includewhitespace>false</includewhitespace>
      </control>
      <operation>
        <authentication>
          <login>
            <userid>{SAGE_INTACCT_CREDS['user_id']}</userid>
            <companyid>{SAGE_INTACCT_CREDS['company_id']}</companyid>
            <password>{SAGE_INTACCT_CREDS['user_password']}</password>
          </login>
        </authentication>
        <content>
          <function controlid="func1">
            <getAPISession />
          </function>
        </content>
      </operation>
    </request>"""
    root = execute_sage_intacct_request(payload)
    if root is not None:
        session_id_element = root.find(class="hl-string">'.//sessionid')
        if session_id_element is not None:
            print(class="hl-string">"Successfully obtained session ID.")
            return session_id_element.text
    print(class="hl-string">"Failed to obtain session ID.")
    return None

def fetch_all_records(session_id, object_name, query, fields):
    class="hl-string">"""Fetches all records for a given object using readByQuery and handles pagination."""
    all_records = []
    page_size = 1000
    
    payload_template = fclass="hl-string">"""<?xml version="1.0" encoding="UTF-8"?>
    <request>
      <control>
        <senderid>{SAGE_INTACCT_CREDS['sender_id']}</senderid>
        <password>{SAGE_INTACCT_CREDS['sender_password']}</password>
        <controlid>req1</controlid>
        <uniqueid>false</uniqueid>
        <dtdversion>3.0</dtdversion>
        <includewhitespace>false</includewhitespace>
      </control>
      <operation>
        <authentication><sessionid>{session_id}</sessionid></authentication>
        <content>
          <function controlid="func1">
            <readByQuery>
              <object>{object_name}</object>
              <query>{query}</query>
              <fields>{','.join(fields)}</fields>
              <pagesize>{page_size}</pagesize>
              {{result_id_block}}
            </readByQuery>
          </function>
        </content>
      </operation>
    </request>"""
    
    result_id = None
    while True:
        result_id_block = fclass="hl-string">"<resultId>{result_id}</resultId>" if result_id else class="hl-string">""
        payload = payload_template.format(result_id_block=result_id_block)
        root = execute_sage_intacct_request(payload)

        if root is None or root.find(class="hl-string">'.//status').text != class="hl-string">'success':
            error_desc = root.find(class="hl-string">'.//description2').text if root is not None else class="hl-string">"Unknown error"
            print(fclass="hl-string">"Error fetching {object_name}: {error_desc}")
            break
        
        data = root.find(class="hl-string">'.//data')
        records = data.findall(fclass="hl-string">'./{object_name}')
        if not records:
            break
            
        for record in records:
            record_dict = {field.tag: field.text for field in record}
            all_records.append(record_dict)
        
        num_remaining = int(data.get(class="hl-string">'numremaining'))
        result_id = data.get(class="hl-string">'resultId')
        print(fclass="hl-string">"Fetched {len(records)} {object_name} records. {num_remaining} remaining.")
        
        if num_remaining == 0:
            break

        time.sleep(1) class=class="hl-string">"hl-comment"># Be respectful to the API
        
    return all_records

class=class="hl-string">"hl-comment"># --- Data Transformation ---
def transform_to_event_log(bills, payments, vendors_map):
    class="hl-string">"""Transforms raw API data into a structured event log."""
    event_log = []
    last_data_update = datetime.datetime.now().isoformat()

    for bill in bills:
        case_id = bill.get(class="hl-string">'BILLNO')
        if not case_id:
            continue

        vendor_name = vendors_map.get(bill.get(class="hl-string">'VENDORID'), class="hl-string">'')
        common_attrs = {
            class="hl-string">'InvoiceNumber': case_id,
            class="hl-string">'SourceSystem': class="hl-string">'Sage Intacct',
            class="hl-string">'LastDataUpdate': last_data_update,
            class="hl-string">'VendorName': vendor_name,
            class="hl-string">'InvoiceAmount': bill.get(class="hl-string">'TOTALAMOUNT'),
            class="hl-string">'DueDate': bill.get(class="hl-string">'DUEDATE'),
            class="hl-string">'PostingDate': bill.get(class="hl-string">'POSTINGDATE'),
            class="hl-string">'PurchaseOrderNumber': bill.get(class="hl-string">'REFERENCENO'),
            class="hl-string">'CostCenter': bill.get(class="hl-string">'DEPARTMENTID'), class=class="hl-string">"hl-comment"># Header-level department
            class="hl-string">'InvoiceStatus': bill.get(class="hl-string">'STATE'),
            class="hl-string">'PaymentStatus': None class=class="hl-string">"hl-comment"># Will be populated later
        }

        class=class="hl-string">"hl-comment"># Event: Invoice Received
        if bill.get(class="hl-string">'WHENCREATED'):
            event_log.append({
                **common_attrs,
                class="hl-string">'ActivityName': class="hl-string">'Invoice Received',
                class="hl-string">'EventTime': bill.get(class="hl-string">'WHENCREATED'),
                class="hl-string">'UserName': bill.get(class="hl-string">'CREATEDBY')
            })

        class=class="hl-string">"hl-comment"># Event: Invoice Data Validated (inferred from creation)
        if bill.get(class="hl-string">'WHENCREATED'):
            event_log.append({
                **common_attrs,
                class="hl-string">'ActivityName': class="hl-string">'Invoice Data Validated',
                class="hl-string">'EventTime': bill.get(class="hl-string">'WHENCREATED'),
                class="hl-string">'UserName': bill.get(class="hl-string">'CREATEDBY')
            })

        class=class="hl-string">"hl-comment"># Event: Purchase Order Matched (inferred)
        if bill.get(class="hl-string">'REFERENCENO') and bill.get(class="hl-string">'WHENMODIFIED'):
             event_log.append({
                **common_attrs,
                class="hl-string">'ActivityName': class="hl-string">'Purchase Order Matched',
                class="hl-string">'EventTime': bill.get(class="hl-string">'WHENMODIFIED'),
                class="hl-string">'UserName': bill.get(class="hl-string">'MODIFIEDBY')
            })

        class=class="hl-string">"hl-comment"># Events from Status: Discrepancy, Routed, Rejected, Approved, Posted, Cancelled
        class=class="hl-string">"hl-comment"># Note: This simplified model uses final state fields. A full audit trail query is needed for intermediate states.
        if bill.get(class="hl-string">'STATE') == class="hl-string">'On Hold' and bill.get(class="hl-string">'WHENMODIFIED'):
             event_log.append({**common_attrs, class="hl-string">'ActivityName': class="hl-string">'Discrepancy Found', class="hl-string">'EventTime': bill.get(class="hl-string">'WHENMODIFIED'), class="hl-string">'UserName': bill.get(class="hl-string">'MODIFIEDBY')})
        if bill.get(class="hl-string">'STATE') == class="hl-string">'Submitted' and bill.get(class="hl-string">'WHENMODIFIED'):
             event_log.append({**common_attrs, class="hl-string">'ActivityName': class="hl-string">'Routed For Approval', class="hl-string">'EventTime': bill.get(class="hl-string">'WHENMODIFIED'), class="hl-string">'UserName': bill.get(class="hl-string">'MODIFIEDBY')})
        if bill.get(class="hl-string">'STATE') == class="hl-string">'Declined' and bill.get(class="hl-string">'WHENMODIFIED'):
             event_log.append({**common_attrs, class="hl-string">'ActivityName': class="hl-string">'Invoice Rejected', class="hl-string">'EventTime': bill.get(class="hl-string">'WHENMODIFIED'), class="hl-string">'UserName': bill.get(class="hl-string">'MODIFIEDBY')})
        if bill.get(class="hl-string">'WHENAPPROVED'):
            event_log.append({**common_attrs, class="hl-string">'ActivityName': class="hl-string">'Invoice Approved', class="hl-string">'EventTime': bill.get(class="hl-string">'WHENAPPROVED'), class="hl-string">'UserName': bill.get(class="hl-string">'APPROVEDBY')})
        if bill.get(class="hl-string">'STATE') == class="hl-string">'Posted' and bill.get(class="hl-string">'WHENPOSTED'):
            event_log.append({**common_attrs, class="hl-string">'ActivityName': class="hl-string">'Invoice Posted To GL', class="hl-string">'EventTime': bill.get(class="hl-string">'WHENPOSTED'), class="hl-string">'UserName': bill.get(class="hl-string">'MODIFIEDBY')})
        if bill.get(class="hl-string">'STATE') == class="hl-string">'Voided' and bill.get(class="hl-string">'WHENVOIDED'):
            event_log.append({**common_attrs, class="hl-string">'ActivityName': class="hl-string">'Invoice Cancelled', class="hl-string">'EventTime': bill.get(class="hl-string">'WHENVOIDED'), class="hl-string">'UserName': bill.get(class="hl-string">'MODIFIEDBY')})

    class=class="hl-string">"hl-comment"># Process Payments for related events
    bill_map = {b[class="hl-string">'RECORDNO']: b for b in bills if class="hl-string">'RECORDNO' in b}
    for payment in payments:
        for item in payment.get(class="hl-string">'PAYMENTITEMS', {}).get(class="hl-string">'paymentitem', []):
            bill_key = item.get(class="hl-string">'key')
            if bill_key and bill_key in bill_map:
                bill = bill_map[bill_key]
                case_id = bill.get(class="hl-string">'BILLNO')
                vendor_name = vendors_map.get(bill.get(class="hl-string">'VENDORID'), class="hl-string">'')
                common_attrs = {
                    class="hl-string">'InvoiceNumber': case_id,
                    class="hl-string">'SourceSystem': class="hl-string">'Sage Intacct',
                    class="hl-string">'LastDataUpdate': last_data_update,
                    class="hl-string">'VendorName': vendor_name,
                    class="hl-string">'InvoiceAmount': bill.get(class="hl-string">'TOTALAMOUNT'),
                    class="hl-string">'DueDate': bill.get(class="hl-string">'DUEDATE'),
                    class="hl-string">'PostingDate': bill.get(class="hl-string">'POSTINGDATE'),
                    class="hl-string">'PurchaseOrderNumber': bill.get(class="hl-string">'REFERENCENO'),
                    class="hl-string">'CostCenter': bill.get(class="hl-string">'DEPARTMENTID'),
                    class="hl-string">'InvoiceStatus': bill.get(class="hl-string">'STATE'),
                    class="hl-string">'PaymentStatus': payment.get(class="hl-string">'STATE')
                }

                class=class="hl-string">"hl-comment"># Event: Payment Scheduled (inferred from payment creation)
                if payment.get(class="hl-string">'WHENCREATED'):
                    event_log.append({**common_attrs, class="hl-string">'ActivityName': class="hl-string">'Payment Scheduled', class="hl-string">'EventTime': payment.get(class="hl-string">'WHENCREATED'), class="hl-string">'UserName': payment.get(class="hl-string">'CREATEDBY')})

                class=class="hl-string">"hl-comment"># Event: Payment Executed
                if payment.get(class="hl-string">'PAYMENTDATE'):
                    event_log.append({**common_attrs, class="hl-string">'ActivityName': class="hl-string">'Payment Executed', class="hl-string">'EventTime': payment.get(class="hl-string">'PAYMENTDATE'), class="hl-string">'UserName': payment.get(class="hl-string">'CREATEDBY')})

                class=class="hl-string">"hl-comment"># Event: Early Payment Taken (calculated)
                discount_date_str = bill.get(class="hl-string">'DISCOUNTDATE')
                payment_date_str = payment.get(class="hl-string">'PAYMENTDATE')
                if discount_date_str and payment_date_str:
                    try:
                        discount_date = datetime.datetime.strptime(discount_date_str, class="hl-string">'%m/%d/%Y').date()
                        payment_date = datetime.datetime.strptime(payment_date_str, class="hl-string">'%m/%d/%Y').date()
                        if payment_date <= discount_date:
                            event_log.append({**common_attrs, class="hl-string">'ActivityName': class="hl-string">'Early Payment Taken', class="hl-string">'EventTime': payment.get(class="hl-string">'PAYMENTDATE'), class="hl-string">'UserName': payment.get(class="hl-string">'CREATEDBY')})
                    except ValueError:
                        pass class=class="hl-string">"hl-comment"># Ignore parsing errors
                
                class=class="hl-string">"hl-comment"># Event: Payment Cleared
                if payment.get(class="hl-string">'WHENCLEARED'):
                     event_log.append({**common_attrs, class="hl-string">'ActivityName': class="hl-string">'Payment Cleared', class="hl-string">'EventTime': payment.get(class="hl-string">'WHENCLEARED'), class="hl-string">'UserName': payment.get(class="hl-string">'CREATEDBY')})

    class=class="hl-string">"hl-comment"># Add Discrepancy Resolved (placeholder logic)
    class=class="hl-string">"hl-comment"># A robust implementation requires analyzing audit trail for state changes from class="hl-string">'On Hold'.
    class=class="hl-string">"hl-comment"># This simplified version does not generate this event.

    return pd.DataFrame(event_log)


class=class="hl-string">"hl-comment"># --- Main Execution ---
if __name__ == class="hl-string">"__main__":
    start_date = class="hl-string">"01/01/2023"
    end_date = class="hl-string">"12/31/2023"
    
    print(class="hl-string">"Starting Sage Intacct AP Data Extraction...")
    session_id = get_session_id()
    
    if session_id:
        class=class="hl-string">"hl-comment"># 1. Fetch AP Bills
        print(class="hl-string">"\n--- Fetching AP Bills ---")
        bill_query = fclass="hl-string">"WHENCREATED &gt;= '{start_date}' AND WHENCREATED &lt;= '{end_date}'"
        bill_fields = [class="hl-string">'RECORDNO', class="hl-string">'BILLNO', class="hl-string">'STATE', class="hl-string">'VENDORID', class="hl-string">'WHENCREATED', class="hl-string">'WHENMODIFIED', class="hl-string">'WHENPOSTED', class="hl-string">'WHENAPPROVED', class="hl-string">'WHENVOIDED', class="hl-string">'APPROVEDBY', class="hl-string">'CREATEDBY', class="hl-string">'MODIFIEDBY', class="hl-string">'DUEDATE', class="hl-string">'POSTINGDATE', class="hl-string">'TOTALAMOUNT', class="hl-string">'REFERENCENO', class="hl-string">'DEPARTMENTID', class="hl-string">'PAYMENTTERMS', class="hl-string">'DISCOUNTDATE']
        bills = fetch_all_records(session_id, class="hl-string">'APBILL', bill_query, bill_fields)

        if bills:
            class=class="hl-string">"hl-comment"># 2. Fetch related AP Payments
            print(class="hl-string">"\n--- Fetching AP Payments ---")
            bill_keys = class="hl-string">"','".join([b[class="hl-string">'RECORDNO'] for b in bills if class="hl-string">'RECORDNO' in b])
            payment_query = fclass="hl-string">"PAYMENTITEMS.paymentitem.key IN ('{bill_keys}')"
            class=class="hl-string">"hl-comment"># Note: The class="hl-string">'PAYMENTITEMS' field is complex and must be explicitly requested.
            payment_fields = [class="hl-string">'RECORDNO', class="hl-string">'STATE', class="hl-string">'PAYMENTDATE', class="hl-string">'WHENCLEARED', class="hl-string">'WHENCREATED', class="hl-string">'CREATEDBY', class="hl-string">'PAYMENTITEMS']
            payments = fetch_all_records(session_id, class="hl-string">'APPYMT', payment_query, payment_fields)

            class=class="hl-string">"hl-comment"># 3. Fetch Vendors for enrichment
            print(class="hl-string">"\n--- Fetching Vendors ---")
            vendor_ids = class="hl-string">"','".join(list(set([b[class="hl-string">'VENDORID'] for b in bills if class="hl-string">'VENDORID' in b])))
            vendor_query = fclass="hl-string">"VENDORID IN ('{vendor_ids}')"
            vendor_fields = [class="hl-string">'VENDORID', class="hl-string">'NAME']
            vendors = fetch_all_records(session_id, class="hl-string">'VENDOR', vendor_query, vendor_fields)
            vendors_map = {v[class="hl-string">'VENDORID']: v[class="hl-string">'NAME'] for v in vendors}

            class=class="hl-string">"hl-comment"># 4. Transform data into event log
            print(class="hl-string">"\n--- Transforming data into event log ---")
            event_log_df = transform_to_event_log(bills, payments, vendors_map)
            
            class=class="hl-string">"hl-comment"># 5. Sort and save to CSV
            if not event_log_df.empty:
                event_log_df = event_log_df.sort_values(by=[class="hl-string">'InvoiceNumber', class="hl-string">'EventTime'])
                output_filename = class="hl-string">'sage_intacct_ap_event_log.csv'
                event_log_df.to_csv(output_filename, index=False)
                print(fclass="hl-string">"\nExtraction complete. Event log saved to {output_filename}")
                print(fclass="hl-string">"Total events extracted: {len(event_log_df)}")
            else:
                print(class="hl-string">"\nNo events were generated from the fetched data.")

        else:
            print(class="hl-string">"\nNo AP Bills found in the specified date range.")

Steps

Subscribe to and Configure Data Delivery Service (DDS): Log in to your Sage Intacct environment with administrative privileges. Navigate to Company > Admin > Subscriptions and ensure that Data Delivery Service is enabled for your account. If not, contact your Sage Intacct representative.
Define the Replication Job: In Sage Intacct, go to the Data Delivery Service configuration area. Create a new job to replicate data. You will need to select the specific data objects (tables) to include in the replication. Ensure you select all objects relevant to Accounts Payable, such as APBILL, APBILLITEM, APPAYMENT, APPAYMENTDETAIL, VENDOR, POINVOICE, HISTORY_APBILL, USERS, GLDETAIL, and BANKTXNS.
Configure Cloud Storage Destination: Configure the DDS job to deliver the replicated data to your cloud data warehouse (e.g., Amazon S3, Azure Blob Storage, Snowflake, Google BigQuery). Provide the necessary connection strings, credentials, and destination details. Sage Intacct will use this to push the data files.
Set Replication Schedule: Define the frequency for the data replication. A daily schedule is common, typically running overnight to minimize impact on production systems. This ensures the data in your warehouse is refreshed regularly.
Load Data into Data Warehouse: Once the data files are delivered to your cloud storage, set up an ingestion process to load the data from the files (often in CSV or Parquet format) into structured tables within your data warehouse. Most cloud data warehouses have tools (e.g., Snowflake's Snowpipe, BigQuery's Load Jobs) to automate this step.
Connect to the Data Warehouse: Use a SQL client or business intelligence tool that can connect to your cloud data warehouse. Configure the connection using the appropriate credentials and connection details.
Execute the Event Log Query: Open a new query editor and paste the provided SQL script. You will need to modify the placeholder values, such as the date range ('YYYY-MM-DD') in the WHERE clause, to match your specific analysis period.
Run the Query and Review Results: Execute the complete SQL query. The output will be a single event log table containing all the specified activities and attributes for the AP Invoice process.
Export for ProcessMind: Export the final result set from your SQL client to a CSV file. Ensure the file is UTF-8 encoded and that the date/time formats are consistent. This file is now ready to be uploaded to ProcessMind for analysis.

Configuration

Prerequisites: A subscription to the Sage Intacct Data Delivery Service (DDS) is required. You also need an active account and storage configured in a supported cloud data warehouse (e.g., Snowflake, Google BigQuery, Amazon Redshift). Administrative access to both Sage Intacct and the data warehouse is necessary for setup.
Key Tables for Replication: To build a comprehensive AP event log, ensure the following Sage Intacct objects are included in your DDS job: APBILL, APBILLITEM, APPAYMENT, APPAYMENTDETAIL, GLDETAIL, VENDOR, POINVOICE, HISTORY_APBILL, USERS, BANKTXNS.
Date Range Filtering: It is highly recommended to filter the data by a specific date range within the SQL query to manage performance. Start with a recent period, such as the last 3-6 months. The provided query uses ab.WHENCREATED as the primary filter date.
Data Granularity: DDS replicates entire tables. The provided SQL query is essential as it transforms this raw, relational data into the specific event log format required by ProcessMind, where each row represents a single business activity.
Replication Frequency: Configure the DDS job to run on a schedule that balances data freshness with system performance. A daily replication is typical for process mining use cases. Be aware that there will be a latency between an event occurring in Sage Intacct and its appearance in the data warehouse.

a Sample Query sql

WITH BaseInvoices AS (
    SELECT
        ab.RECORDNO AS BillRecordNo,
        ab.BILLNO AS InvoiceNumber,
        ab.STATE AS InvoiceStatus,
        ab.TOTALENTERED AS InvoiceAmount,
        ab.WHENCREATED AS CreationTime,
        ab.WHENPOSTED AS PostingDate,
        ab.DUEDATE AS DueDate,
        ab.DISCOUNTDATE AS DiscountDate,
        v.NAME AS VendorName,
        u.LOGINID AS UserName, -- User associated with creation/last modification
        po.PONUMBER AS PurchaseOrderNumber,
        STRING_AGG(DISTINCT abi.DEPARTMENTID, ', ') AS CostCenter, -- Aggregates cost centers from line items
        p.STATE AS PaymentStatus,
        p.PAYMENTDATE AS PaymentDate,
        bt.CLEARDATE AS PaymentClearedDate
    FROM
        APBILL AS ab
    LEFT JOIN VENDOR AS v ON ab.VENDORID = v.RECORDNO
    LEFT JOIN USERS AS u ON ab.MODIFIEDBY = u.USERID
    LEFT JOIN APBILLITEM AS abi ON ab.RECORDNO = abi.APBILLKEY
    LEFT JOIN POINVOICE AS pi ON ab.RECORDNO = pi.BILLKEY
    LEFT JOIN PODOCUMENT AS po ON pi.POKEY = po.RECORDNO
    LEFT JOIN APPAYMENTDETAIL AS pd ON ab.RECORDNO = pd.BILLKEY
    LEFT JOIN APPAYMENT AS p ON pd.PAYMENTKEY = p.RECORDNO
    LEFT JOIN BANKTXNS AS bt ON p.RECORDNO = bt.DOC_RECORDKEY AND bt.DOCTYPE = 'APPAYMENT'
    WHERE
        ab.WHENCREATED BETWEEN '[YYYY-MM-DD]' AND '[YYYY-MM-DD]'
    GROUP BY
        ab.RECORDNO,
        ab.BILLNO,
        ab.STATE,
        ab.TOTALENTERED,
        ab.WHENCREATED,
        ab.WHENPOSTED,
        ab.DUEDATE,
        ab.DISCOUNTDATE,
        v.NAME,
        u.LOGINID,
        po.PONUMBER,
        p.STATE,
        p.PAYMENTDATE,
        bt.CLEARDATE
)
-- 1. Invoice Received
SELECT 
    bi.InvoiceNumber AS "InvoiceNumber",
    'Invoice Received' AS "ActivityName",
    bi.CreationTime AS "EventTime",
    'Sage Intacct DDS' AS "SourceSystem",
    CURRENT_TIMESTAMP AS "LastDataUpdate",
    bi.VendorName AS "VendorName",
    bi.InvoiceAmount AS "InvoiceAmount",
    bi.DueDate AS "DueDate",
    bi.PostingDate AS "PostingDate",
    bi.PurchaseOrderNumber AS "PurchaseOrderNumber",
    bi.CostCenter AS "CostCenter",
    bi.UserName AS "UserName",
    bi.InvoiceStatus AS "InvoiceStatus",
    bi.PaymentStatus AS "PaymentStatus"
FROM BaseInvoices bi

UNION ALL

-- 2. Invoice Data Validated (Inferred from initial creation if not in a DRAFT state)
SELECT 
    bi.InvoiceNumber,
    'Invoice Data Validated',
    bi.CreationTime, -- Assuming validation happens at time of creation/submission
    'Sage Intacct DDS',
    CURRENT_TIMESTAMP,
    bi.VendorName,
    bi.InvoiceAmount,
    bi.DueDate,
    bi.PostingDate,
    bi.PurchaseOrderNumber,
    bi.CostCenter,
    bi.UserName,
    bi.InvoiceStatus,
    bi.PaymentStatus
FROM BaseInvoices bi
WHERE bi.InvoiceStatus != 'Draft'

UNION ALL

-- 3. Purchase Order Matched
SELECT
    bi.InvoiceNumber,
    'Purchase Order Matched',
    pi.WHENCREATED, -- Time the PO was linked to the invoice
    'Sage Intacct DDS',
    CURRENT_TIMESTAMP,
    bi.VendorName,
    bi.InvoiceAmount,
    bi.DueDate,
    bi.PostingDate,
    bi.PurchaseOrderNumber,
    bi.CostCenter,
    (SELECT LOGINID FROM USERS WHERE USERID = pi.CREATEDBY) AS "UserName",
    bi.InvoiceStatus,
    bi.PaymentStatus
FROM BaseInvoices bi
JOIN POINVOICE pi ON bi.BillRecordNo = pi.BILLKEY
WHERE bi.PurchaseOrderNumber IS NOT NULL

UNION ALL

-- 4 & 5. Discrepancy Found & Resolved (from history table)
SELECT 
    bi.InvoiceNumber,
    CASE 
        WHEN h.NEW_VALUE = 'On Hold' THEN 'Discrepancy Found'
        WHEN h.OLD_VALUE = 'On Hold' AND h.NEW_VALUE != 'On Hold' THEN 'Discrepancy Resolved'
    END AS "ActivityName",
    h.WHEN_CHANGED AS "EventTime",
    'Sage Intacct DDS',
    CURRENT_TIMESTAMP,
    bi.VendorName,
    bi.InvoiceAmount,
    bi.DueDate,
    bi.PostingDate,
    bi.PurchaseOrderNumber,
    bi.CostCenter,
    (SELECT LOGINID FROM USERS WHERE USERID = h.WHO_CHANGED_ID) AS "UserName",
    h.NEW_VALUE AS "InvoiceStatus",
    bi.PaymentStatus
FROM BaseInvoices bi
JOIN HISTORY_APBILL h ON bi.BillRecordNo = h.RECORDNO
WHERE h.FIELD_NAME = 'STATE' AND (h.NEW_VALUE = 'On Hold' OR h.OLD_VALUE = 'On Hold')

UNION ALL

-- 6, 7 & 8. Routed For Approval, Invoice Rejected, Invoice Approved (from history table)
SELECT 
    bi.InvoiceNumber,
    CASE 
        WHEN h.NEW_VALUE = 'Submitted' THEN 'Routed For Approval'
        WHEN h.NEW_VALUE = 'Declined' THEN 'Invoice Rejected'
        WHEN h.NEW_VALUE = 'Approved' THEN 'Invoice Approved'
    END AS "ActivityName",
    h.WHEN_CHANGED AS "EventTime",
    'Sage Intacct DDS',
    CURRENT_TIMESTAMP,
    bi.VendorName,
    bi.InvoiceAmount,
    bi.DueDate,
    bi.PostingDate,
    bi.PurchaseOrderNumber,
    bi.CostCenter,
    (SELECT LOGINID FROM USERS WHERE USERID = h.WHO_CHANGED_ID) AS "UserName",
    h.NEW_VALUE AS "InvoiceStatus",
    bi.PaymentStatus
FROM BaseInvoices bi
JOIN HISTORY_APBILL h ON bi.BillRecordNo = h.RECORDNO
WHERE h.FIELD_NAME = 'STATE' AND h.NEW_VALUE IN ('Submitted', 'Declined', 'Approved')

UNION ALL

-- 9. Invoice Posted To GL
SELECT 
    bi.InvoiceNumber,
    'Invoice Posted To GL',
    bi.PostingDate,
    'Sage Intacct DDS',
    CURRENT_TIMESTAMP,
    bi.VendorName,
    bi.InvoiceAmount,
    bi.DueDate,
    bi.PostingDate,
    bi.PurchaseOrderNumber,
    bi.CostCenter,
    bi.UserName,
    bi.InvoiceStatus,
    bi.PaymentStatus
FROM BaseInvoices bi
WHERE bi.PostingDate IS NOT NULL AND bi.InvoiceStatus = 'Posted'

UNION ALL

-- 10. Payment Scheduled
SELECT 
    bi.InvoiceNumber,
    'Payment Scheduled',
    p.WHENCREATED,
    'Sage Intacct DDS',
    CURRENT_TIMESTAMP,
    bi.VendorName,
    bi.InvoiceAmount,
    bi.DueDate,
    bi.PostingDate,
    bi.PurchaseOrderNumber,
    bi.CostCenter,
    (SELECT LOGINID FROM USERS WHERE USERID = p.CREATEDBY) AS "UserName",
    bi.InvoiceStatus,
    p.STATE AS "PaymentStatus"
FROM BaseInvoices bi
JOIN APPAYMENTDETAIL pd ON bi.BillRecordNo = pd.BILLKEY
JOIN APPAYMENT p ON pd.PAYMENTKEY = p.RECORDNO

UNION ALL

-- 11. Payment Executed
SELECT 
    bi.InvoiceNumber,
    'Payment Executed',
    bi.PaymentDate,
    'Sage Intacct DDS',
    CURRENT_TIMESTAMP,
    bi.VendorName,
    bi.InvoiceAmount,
    bi.DueDate,
    bi.PostingDate,
    bi.PurchaseOrderNumber,
    bi.CostCenter,
    bi.UserName,
    bi.InvoiceStatus,
    bi.PaymentStatus
FROM BaseInvoices bi
WHERE bi.PaymentDate IS NOT NULL

UNION ALL

-- 12. Early Payment Taken
SELECT 
    bi.InvoiceNumber,
    'Early Payment Taken',
    bi.PaymentDate,
    'Sage Intacct DDS',
    CURRENT_TIMESTAMP,
    bi.VendorName,
    bi.InvoiceAmount,
    bi.DueDate,
    bi.PostingDate,
    bi.PurchaseOrderNumber,
    bi.CostCenter,
    bi.UserName,
    bi.InvoiceStatus,
    bi.PaymentStatus
FROM BaseInvoices bi
WHERE bi.PaymentDate IS NOT NULL AND bi.DiscountDate IS NOT NULL AND bi.PaymentDate <= bi.DiscountDate

UNION ALL

-- 13. Payment Cleared
SELECT 
    bi.InvoiceNumber,
    'Payment Cleared',
    bi.PaymentClearedDate,
    'Sage Intacct DDS',
    CURRENT_TIMESTAMP,
    bi.VendorName,
    bi.InvoiceAmount,
    bi.DueDate,
    bi.PostingDate,
    bi.PurchaseOrderNumber,
    bi.CostCenter,
    bi.UserName,
    bi.InvoiceStatus,
    bi.PaymentStatus
FROM BaseInvoices bi
WHERE bi.PaymentClearedDate IS NOT NULL

UNION ALL

-- 14. Invoice Cancelled
SELECT 
    bi.InvoiceNumber,
    'Invoice Cancelled',
    h.WHEN_CHANGED,
    'Sage Intacct DDS',
    CURRENT_TIMESTAMP,
    bi.VendorName,
    bi.InvoiceAmount,
    bi.DueDate,
    bi.PostingDate,
    bi.PurchaseOrderNumber,
    bi.CostCenter,
    (SELECT LOGINID FROM USERS WHERE USERID = h.WHO_CHANGED_ID) AS "UserName",
    h.NEW_VALUE AS "InvoiceStatus",
    bi.PaymentStatus
FROM BaseInvoices bi
JOIN HISTORY_APBILL h ON bi.BillRecordNo = h.RECORDNO
WHERE h.FIELD_NAME = 'STATE' AND h.NEW_VALUE = 'Voided';

Data Template: Accounts Payable Invoice Processing

Your Accounts Payable Invoice Processing Data Template

Accounts Payable Invoice Processing Attributes

Accounts Payable Invoice Processing Activities

Extraction Guides

Sage Intacct Custom Report and List View Export

Steps

Configuration

a Sample Query config

Python Script using Sage Intacct Web Services API

Steps

Configuration

a Sample Query python

Sage Intacct Data Delivery Service (DDS) Replication

Steps

Configuration

a Sample Query sql

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