AP Automation: How the Credit Note filter field works on a supplier record?

This article covers the Credit Note filter field found on a supplier record's AP Automation settings. The field looks for specific text on incoming documents and stops a credit note being created when that text is found. It is not a place to write an instruction, and it will not make AP Automation ignore the words 'credit note' on a document.

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Where the Credit Note filter sits

The Credit Note filter is one of several AP Automation settings held on the individual supplier record, alongside settings like aliases and currency override. Because it lives on the supplier, the filter only affects documents processed for that supplier - it is not a global AP Automation setting.

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How the Credit Note filter works

• You type text into the Credit Note filter field
• AP Automation searches each incoming document from that supplier for that exact text
• If the text is found, AP Automation stops a credit note being created from that document
• If the field is left blank, AP Automation uses its normal process for identifying and creating credit notes

You can enter more than one phrase in the Credit Note filter field. Separate each phrase by pressing Enter, so each one sits on its own line.

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Entering text correctly in the Credit Note filter field

The Credit Note filter only ever searches for a literal match - it looks for exactly what you type.

Do this: enter the exact phrase you want AP Automation to search for, for example:
Credit note

Don't do this: enter an instruction, for example:
Ignore the words credit note

If you enter an instruction instead of an exact phrase, AP Automation searches for that literal sentence, which is unlikely to appear on any real supplier document. As a result:

• The Credit Note filter never matches anything
• Credit notes continue to be created as normal
• The Credit Note filter behaves as though it were left blank, even though it is not.

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What to enter in the Credit Note filter field

Decide what you want AP Automation to do, then enter the matching phrase:

• To stop a credit note being created when specific wording appears on a document - for example, the literal words 'credit note', or wording specific to a supplier's non-credit documents - enter that exact wording in the Credit Note filter field
• To use AP Automation's default behaviour for identifying and creating credit notes, leave the Credit Note filter field blank.

For the full list of AP Automation settings held on a supplier record, see the AP Automation guide.