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Standardize Payable request → Invoice capture → Approval → Payment → Journal in Sanka. Anchor on Bill and Purchase Order, layer AI capture, and enforce approvals to prevent missed or duplicate payments.

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Use cases

  • Payables control: Centralize payment requests, due dates, and cash-out visibility.
  • AI at https://invox.jp/ - demo: Capture supplier invoices with AI to auto-extract items, tax, and due dates.
  • Payable Ops: Three-way match Bill and Purchase Order so only received items are payable.

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Sanka setup essentials

  • Use Company for vendors, Purchase Order for buying, Bill for invoices, and Payment (with payment type) for disbursements.
  • Map AI capture fields to Bill properties (invoice number, due date, bank info, tax).
  • Configure Workflow rules for amount-based approvals and define an exception path for urgent payments.

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Operating steps

  1. Intake: Buyers submit payables tied to a Purchase Order; require approval for non-PO submissions.
  2. AI capture: Ingest PDFs via inbox/forwarding; AI draft-fills Bill.
  3. Match & validate: Three-way match quantities/amounts; escalate deviations for review.
  4. Approve: Route by amount/department/project; log approvals on the Bill.
  5. Pay & post: Record Payment with method/date; export or sync journals to accounting.

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Automation ideas

  • Workflow actions: Remind owners 3 days before due if the Bill is still pending approval.
  • Object actions: Keep drafts flagged if AI capture is incomplete; block routing until required fields are filled.
  • Record actions: Alert buyers when PO vs. Bill variance exceeds tolerance.

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Reporting and oversight

  • Weekly/monthly cash-out forecasts from the payables calendar.
  • Dashboards for duplicate/late payments by vendor.
  • PO-to-Bill variance tracking to improve purchasing accuracy.