AP Autopilot Configuration

Briq Platform: AutoPilot Configuration 

Settings

Table of Contents

1. Overview
2. Key Features and Benefits
3. Accessing AutoPilot Configuration
4. Segments in AutoPilot Configuration
5. Configuring Fields for Invoice Allocation
6. Using Configured Allocations in Invoice Management
7. Error Handling and Troubleshooting

1. Overview

The AutoPilot Configuration Settings in the Briq platform enable users to customize allocation fields for better spend management and financial tracking. This tool allows organizations to configure fields specific to their requirements, ensuring accurate and streamlined invoice entry and processing.

2. Key Features and Benefits

• Field Customization:
  • Select and configure fields for specific allocation types (e.g., Job, General Overhead).
  • Rename fields for better clarity and usability.
• Source Integration:
  • Define data sources for fields, including ERP systems, relationships, or external objects.
• Validation Rules:
  • Add mandatory field conditions and default values to ensure data integrity.
• Dynamic Dependencies:
  • Configure fields to depend on others (e.g., Cost Code depends on Project).

3. Accessing AutoPilot Configuration

To access and manage the AutoPilot Configuration settings:

1. Log in to the Briq App with your credentials.
2. Open the App Switcher from the top menu.
3. Select AP AutoPilot from the available apps.
4. Navigate to the Briq Tools section on the left menu.
5. Open the AutoPilot Config menu.

4. Segments in AutoPilot Configuration

AutoPilot Configuration supports two primary allocation segments:

1. Invoice Allocation:
   • Customize fields for allocating costs during invoice entry.
2. Credit Card Allocation:
   • Manage allocation fields specific to credit card transactions.

This guide focuses on Invoice Allocation.

5. Configuring Fields for Invoice Allocation

Scenario Example:

You want to configure fields for the allocation type "General Overhead," requiring the fields Cost Code and Cost Type.

Step-by-Step Guide

Step 1: Create a New Allocation Configuration

1. Open the Invoice Allocation tab.
2. Click the Create New button.
3. Fill out the Create New Allocation Configuration form.

Step 2: Select Allocation Type

1. Choose an allocation type (e.g., General Overhead) from the dropdown.
2. Click Add Field under the Allocation Type tab.
3. Use the Field Lookup search bar to locate and select the required fields:
   • Cost Code
   • Cost Type

Step 3: Define Field Settings For each field, click the Edit Icon to open the Field Settings form.
Example: Cost Code

1. Field Label: Enter "Cost Code."
2. Field Type: Select Dropdown.
3. Field Source: Choose one of the following options:
   • AP Allocation Configuration: Use pre-configured data in the AP system.
   • AP Allocation Relationship: Pull data based on relationships (e.g., Cost Code to Project).
   • Other Objects: Fetch data from external sources or ERP systems.
4. Validations: Enable validation rules and set conditions (e.g., make the field mandatory when Cost Type = General Overhead).
5. Default Value: Pre-populate a default value if applicable.

Step 4: Save the Field Configuration

1. Click Save to finalize the settings.
2. Repeat the steps to configure additional fields under the same allocation type.

6. Using Configured Allocations in Invoice Management

Once configured, allocations are applied as follows:

1. Navigate to the Invoice Management section in the Briq App.
2. Open an invoice.
3. Go to the Allocation tab during invoice entry.
4. Select an allocation type (e.g., General Overhead).
5. The customized fields (e.g., Cost Code, Cost Type) will appear as per your configuration.
6. Fill out the required details and proceed with invoice submission.

7. Error Handling and Troubleshooting

Issue	Resolution
Field not visible in allocation configuration	Ensure the field exists in the source object or relationships are properly defined.
Validation rules not applied	Verify that conditions (e.g., Field, Operator, Value) are correctly set up.
Dependent fields not working	Ensure the Depends On option is enabled and linked to the correct parent field.
Data not pre-populated	Check that the Default Value and Field Source are correctly configured.