The AP API Log is used to review failed invoice transfers between Brightflag and your AP system. This guide applies only to invoices using an API-enabled AP Route.
📌 Important:
- The information in Brightflag must match the required information in your AP system, or errors may occur.
- Each AP system has unique configurations, so error messages must be reviewed to determine the necessary action.
📌 How to Check the AP API Log
| Step | Action |
|---|---|
| 1️⃣ Navigate to the AP API Log | Go to Menu > Admin Settings > AP API Log. |
| 2️⃣ Review API Errors | Click on the Message or Response field to view details of the failure. |
🔍 Common Reasons for Failed Invoice Transfers
| Error Message | Cause | Solution |
|---|---|---|
| Invoice # has already been used for this supplier. | Your system won't allow delivery of the invoice because the invoice number is already logged against this vendor there. | If the invoice is no longer needed, cancel it from the API queue by navigating to Menu > Admin Settings > AP API Log, selecting the checkbox next to it, and clicking "Mark as resolved." |
| The API account is invalid. | There is a mismatch between the AP code in Brightflag and the expected value in your AP system for the allocations applied to the invoice. | Review the allocations assigned to the invoices and their respective AP Codes in the Allocations page (Menu > Admin Settings > Allocations). Ensure these codes match those configured in your AP system. |
| Please add a tax code. This is required based on the subsidiary in use. | The tax jurisdiction selected by the law firm user during upload does not match the invoice currency or invoice jurisdiction. | Review the tax jurisdiction and confirm it aligns with the invoice currency and jurisdiction. If needed, reject the invoice and request the vendor to reupload it with the correct selection. |
🚀 Next Steps: Resending or Removing Failed Invoices
Once you have reviewed the failed invoices and determined the cause, you may need to resend or remove them from the AP API Log.
- To retry sending an invoice, follow this guide: Resending Blocked Invoices in the AP API Log.
- To remove an invoice from the log, see: Removing Invoices from the AP API Log.
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