Medius AP Automation

Many of you have multiple companies in Medius. In most cases (for technical reasons), that means the same supplier has to be imported into each company. The result: the same supplier exists several times, and it becomes annoying to create a single report that shows all invoices from that supplier across all companies, because you have to select the same supplier multiple times.

If that sounds familiar, this tip is for you.

Prefer video? Click here to watch the guide.

How to quickly create a report for one supplier across all companies:

1. Go to Reports

2. Create a new report, and choose a data source. I will choose "Invoices"

3. Add a filter for supplier

4. Search for the supplier, you will get a long list with the same supplier listed multiple times

5. Instead of clicking on each supplier in the list, click "CTRL + A" on your keyboard!

6. ALL SUPPLIERS are magically selected! Run your report, and you will get all invoices within the date filter you set from that supplier, independent of company.

Keep your ERP integration up-to-date for smooth operations

As you're aware, it's important to have accurate and timely information from your ERP integrated into Medius so we can get to work with the heavy lifting of AP automation.

For customers running our managed cloud integrations to D365FO, D365BC, NetSuite or SAP S/4 HANA, you should have your IT or ERP experts assigned the "Manage your ERP Cloud Connector Access Role".

Users with this role are presented with the Connect option in the application switcher, which provides access to the integration self-service portal.

There, they can check the current version of the integration package that is in use:

... and check the release notes of all update releases, noting that these are backward compatible.

It's always good practice to update your integration and test in your QA environment first, of course.

BTW, you can jump to the latest integration package without having to update version by version, if you've fallen way behind.

Meet your three Admin superpowers (and when to use each)

Struggling to remember who can do what in Medius? Think of Admin access like a small superhero squad—each role has a distinct power. Here’s a quick, friendly field guide so you can assign the right cape every time.

The Squad

Admin – The System Owner: Has the keys to everything: all documents, system configuration pages, approval groups, and follow-up groups. Also inherits the user-management abilities defined for User Admin.

User Admin – The People & Access Manager: Owns user accounts and roles from the admin pages: can reset passwords, update user settings, and assign roles—within their company sub-tree. They can adjust non-company settings for all users, but there are safety rails (see below).

Business Configuration Admin – The Workflow Builder: Focused on the business flow: manages approval groups and follow-up groups (and does not have the full system-wide powers of Admin).

Decision Cheat Sheet (bookmark this!)

“I need to tweak system settings or see all documents.” → Admin
“Add/remove a role for a colleague in my business unit.” → User Admin (within your company sub-tree)
“Reset someone’s password.” → User Admin
“Design or update approval and follow-up groups.” → Business Configuration Admin(or Admin)
“Create/maintain approval groups for a new department.” → Business Configuration Admin
“Company-wide configuration work.” → Admin

Route invoices by store or location using associative learning

Want invoices to auto-find the right approver based on the store/location they were shipped to? Here’s a quick, clever way to use Associative Reference Learning in Medius Capture to normalize a store code from the Ship To area, stamp it into Reference, and let workflow routing do the rest.

Step-by-step

Pick your store code format: Decide on a consistent code you’ll route on (e.g., Associated Store Number, like for example, Store 6651). Keep it short and unique across stores.
Teach Capture the code (Associative Reference Learning)

- In Capture, rope/select the street number and name from the Ship To block (or wherever it appears on the invoice) into the Reference field.

- Edit the Reference to your chosen normalized format (e.g., change 123 Anywhere Street to Store 6651).

- Do this two times for the same supplier so Capture learns the transformation. Next invoices from that supplier will auto-adjust the Reference to your normalized code.

Create roles for each store

- In Medius (Admin), create a custom role that exactly matches your normalized Reference (e.g., Store 6651).

- Assign the user(s) who own approvals for that store to this role.

4. Turn on reference-based routing

- Enable the business rule InvoiceReferenceByRolename is active in the perspective InitialDistributionPerspective, so the rule evaluates correctly.

- Result: when an invoice’s Reference is Store 6511, the workflow applies the role Store 6511 and routes to those users automatically.

Important Note: It is not enough to only activate the rules; check the priorities for each of the rules in your configuration to make sure they trigger as expected.

Test & go live

Import a few invoices from the target supplier(s).
Confirm Reference auto-populates to your normalized code, and the invoice routes to the matching role without manual touch.

Getting value out of Medius Payments

If you’ve been using Medius Payments, you already know it’s designed to streamline and secure your payment process, connecting Payments and AP Automation for greater efficiency, visibility, and reduced manual workload.

Today, we’d like to share some practical tips to help you unlock even more value, especially during the payment batch creation process.

Powerful filtering

Take control of your payment view with flexible filtering options to help you prioritise what matters most:

Status – Instantly switch between tabs showing invoices that are available to pay, in process, issued & paid, ERP synchronised, or simply view all of them together.
Due date – Identify upcoming due dates and take advantage of early payment discounts.
Amount – Easily track high-value invoices to ensure they’re paid on time, helping you maintain strong supplier relationships.

Reduced risk

Stay ahead of potential payment issues with Medius’ built-in risk detection features. Quickly spot suspicious or duplicate payments, validate bank details, and confirm supplier data, all from within Medius.

Keep an eye out for the flame icons and their accompanying comments to understand exactly what potential risks have been flagged.

Role-based approval flow

Maintain full control and compliance with the Pay Approver Role, ensuring clear separation of duties and secure authorisation.

Here’s a quick reminder of how the process works:

Review all invoices due for payment on a single screen.
Create a payment batch and send it to the relevant approvers.
Your CFO or Financial Controller approves the batch directly in Medius.
Payments are processed securely, with full visibility at every step.

With Medius Payments, there’s no need to manage payments in your ERP or manually track batches. Everything you need is in one place, bringing you efficiency, visibility, and peace of mind from start to finish.

Video guide to pulling Medius report data into 3rd party tools (PowerBI, Tableau, Excel etc.)

There is comprehensive documentation and guides on the Medius Success Portal but it's sometimes easier to see this in action rather than reading about it.

Here's a short step-by-step guide to securely pulling report data from Medius, on demand:

Of interest is the use of the "Link" field from the invoice report sources when creating reports in Medius. This provides a link to the full invoice transaction in Medius as part of the report and that can then be converted to a clickable hyperlink.

Let us know how you get on or if you have questions.

A reminder on how Medius Capture "learns"

Some customers report that Medius Capture is not "learning", meaning they have to continually teach the system for invoices they expected to be captured automatically.

In a recent discussion with our Capture experts, I was reminded about the way Capture works and when learning occurs. Learning occurs when user click “Send to workflow” in Capture Verify. That's when the AI and ML engines kick in, before the invoice hits the workflow.

Here's the key to triggering the learning: it is important that the fields have the values and connections that the user wants the system to learn.

Each field in the verify panel on the right has a connection to a rectangle on the invoice image on the left for a string captured by the system from the image.

To force the system to relearn, the user must first have Capture "forget" what has previously been learned by breaking the connection between the field and the associated rectangle on the invoice image: the field must first be completely cleared, either by deleting the content COMPLETELY, or capturing a DIFFERENT region on the invoice. Once that is done, leave the field using tab or enter

Then the user can leave the field by selecting another field, or by leaving the field using tab or enter. To confirm the connection is broken, go back after leaving the field and check that there is no longer a connection to a rectangle on the image.

Just changing the value in a field does not unlearn the field.

You can then make a new connection from the field to the invoice image as usual. Best practice is that the user ensures that the fields have the values and connections that the user wants the system to learn before "Send to workflow" and the only way to see if the rectangle is gone is to leave the field and then go back and check.

Remember that the actual learning occurs at “Send to workflow” and the field values and connections at that time.

Note that an amount field that has a value of 0.00 can have a connection to a rectangle, 0.00 can be interpreted/captured, and then the entire field string must be cleared completely to remove the connection to the rectangle, even though system adds 0.00 as a default value after removal.

Using Four Eyes Principle for approvals is not "All or Nothing"

Here's a reminder that the use of Four Eyes Principle (4EP) for invoice approvals helps drive additional control and oversight and further reduces errors and potentially fraudulent activity.

However, 4EP is not an "all or nothing" solution, it's highly configurable.

Ahead of investigating the use of the Medius Fraud and Risk overlay module, if you're not familiar with 4EP it may be worth revisiting how it is configured and used.

4EP seamlessly forces documents to be handled by at least two different users. This admin page allows you to configure company-specific 4EP settings.

4EP can be applied to:

Non-PO invoices
PO invoices
Recurring invoices
Payment requests

In this example, we're applying 4EP to non-PO invoices for a limited set of suppliers when the invoice total is greater than $1000 - regardless of whether the approver has approval rights above that amount.

The invoice history is stamped that the invoice was routed for additional approval due to Four Eyes Principle.

Food for thought, perhaps, for use in your organization.

Discovering What's New in Medius, directly in the product

Today’s quick tip: check out the What’s New section, where you can discover the latest features and enhancements in the Medius Spend Management suite

To locate this, go to the question mark icon, the top right corner of your APA homepage (see screenshot below):

Select What's New (see screenshot below):

And a list of the new (blue tag) or improved (green tag) features and enhancements will become visible (see screenshot below). Then by clicking the three share dots on the right, you can copy and share these with colleagues:

Archiving documents directly for reporting and traceability

Did you know Medius offers a Straight to Archive function? It lets you store invoices securely in Medius without sending them through workflow or posting to your ERP.

Common uses include:

Pro-forma invoices
Invoices with a 0 total amount
Duplicate invoices
Cross-company or internal invoices

Of course, you can archive any invoice you simply need to save, report on, or reference later in Medius Cloud.

🤖 Automation tip: Our consultants can set up a custom rule that sends documents straight to archive automatically based on invoice data—no clicks required.

For a step-by-step guide, head over to our Success Portal – Straight to Archive page. If you have any questions, or would like assistance getting started, raise a ticket in our support portal and it will be assigned to the right resource.

Temporary delegation

Have you noticed that the number of invoices out for approval tends to increase during the holidays? Managing your workflow efficiently is crucial, especially during periods of absence. To help with this, you should use the temporary delegation feature in Medius, so tasks are automatically delegated while you are away.

With Temporary Delegation, you can:

Ensure Continuity: Maintain the flow of invoice approvals without interruptions, ensuring no delays in processing.
Be Proactive: When you have planned your holiday, proactively set the delegation period so it automatically kicks in the day you leave.
Retain Control: Set an end date for the delegation period, so tasks revert to you automatically once you're back.

To set up a temporary delegation, simply follow these steps in Medius AP Automation (or follow along this tutorial video):

In the top, right hand corner, click on your initials, then Settings.
Select Temporary Delegation and click +Add.
Set the start and end dates for the delegation period.
Choose the colleague you wish to delegate tasks to.
Select if you want the delegation type to be User, Role or User and Role*
Click Save.

* A task can be assigned to your user directly (such as a Non-PO invoice that needs to be approved), or to a role that is assigned to your user (such as a Non-PO invoice that needs to be routed to a user). "User" would be the right choice for most end users, while power users might want to choose "Role" or "User and Role"

Things to note:

An admin user can set up temporary delegation on behalf of other users, if necessary.
When a delegation is established, both the existing and the new tasks are assigned to the delegatee.
Even after setting up temporary delegation, the original owner of the task still has the tasks in their inbox. When the task is handled, it disappears from both inboxes.

P.S. Many AP teams send a reminder about temporary delegations to end users before the holidays, so they don't forget to set it up.

Creative use of Coding Restriction Rules to drive automation

You're most likely familiar with the Restriction Rules construct that is used to control valid coding dimension combinations when coding an invoice.

As noted on the Medius Success Portal, "You can use restriction rules to define dependencies and conditions in your dimensions tree. These dependencies and conditions will ensure consistency of coding configuration between Medius Spend Management and your ERP system. In most cases, settings available on this administration page are imported directly from the ERP system."

That's great.

However, we had an interesting discussion recently with a customer struggling to drive automation. They were having to check every non-PO invoice in Post Control before Final Approval. If DIM3 had a value then they had to update DIM4 manually to a default value so that the invoice could post to their ERP successfully. That's why they had their "Stop All" Document Validation Rule activated.

Rather than needing their IT team to determine if such a rule could be configured in the ERP to then be imported into Medius, we created a LOCAL restriction rule directly in Medius:

Notice the list of operators available include value ranges etc. We used "is any value",

Then, we selected a "default" rule for DIM4.

Bingo!

Now they can confidently move towards deactivating the "Stop All" rule to drive automation and should they need to introduce a different control, they can do so by configuring a customer specific Document Validation Rule.

Hopefully this tip gives you food for thought.

Known Issue Tracking

Want to stay informed about your reported issues in Medius without needing to contact Support? The Known Issues page provides your team with real-time visibility into bugs or system problems reported by your organization, along with their current status and resolution details.

You’ll find it by clicking the question mark icon in the top menu bar of your Medius application. To access it, your user role must have the

AccessKnownIssues key assigned.

Here’s how to get the most from this tool:

Search by issue ID, title, product, or status.
Issues appear in one of the following statuses: Open, In Progress, Fixed, Declined.
Click any issue to view details like status, description, and resolution timeline.
Issues are retained for 180 days after they’re resolved, so you always have context.

This page empowers you to stay proactive and aligned with your internal teams—no more guesswork or waiting for updates!

Getting the most out of Medius Copilot

If you’ve been using Medius Copilot, you already know it’s your built-in assistant for smarter, faster invoice handling for both PO and Non-PO invoices. You'll likely be aware that it can provide you with quick insights about the invoice, the invoice history, who the invoice approvers are etc, but we wanted to make you aware of some other really useful queries it can help you with.

Here are three ways that Medius Copilot helps customers unlock even more value:

💬 Summarising invoice comments

Need to pinpoint something in a long comment thread? Instead of scrolling through lengthy notes, let Copilot do the work. It instantly generates a clear, concise summary of invoice comments, just select the "Summarise invoice comments" from the pre-populated questions. (Watch the video below to see it in action.)

🌍 Translating the invoice

Working with international suppliers? No need to copy and paste into Google Translate or wait for help. Medius Copilot can instantly translate both invoices and comments, making it easier than ever to process documents in any language. Just select the "Translate this invoice to my language" button to get the invoice in your native language.

(Watch the video below to see it in action.)

🚀 Accelerate team adoption

One of the biggest challenges when introducing a new system is getting everyone up to speed. That’s why many customers rely on Copilot to drive adoption across teams. Instead of new users asking, “What do I do with this invoice?”, Copilot offers real-time, in-context guidance—empowering users to take confident action from day one. And best of all? There’s no setup required. Copilot is always on, always learning, and always ready to help you work smarter.

To view a recording of how to use Copilot to summarise and translate invoices, click here! (To increase the quality of the video, select the settings cog under the video and change the quality to 1080p)

Interested but don’t see the Copilot button in your system? Reach out to myself or your Medius Account Manager to learn more about this AI feature. And take a look at this guide on Medius Copilot to learn more.

Interested in joining our next Explore Medius webinar, follow the link here to sign up.

Configuring the "at-a-glance" supplier invoice summary

You are familiar with the Supplier Invoice Summary section highlighted in the screenshot below.

The information presented in this section can be configured to meet your company needs via Admin-Company-Enterprise-Supplier Invoice Summary:

A complete list of fields is provided on the Medius Success Portal, here. There is a limit of four fields per section.

For example:

Subscribe to Updates from Medius Cloud Operations

We have a wonderful group of experts here at Medius in our Cloud Operations (CloudOps) team who are tasked with ensuring our services are both available and performing well.

You can find our published availability statistics here.

With our thousands of customers, there can occasionally be interruptions in service.

Before raising a Support Ticket, you can first check if there are any reported issues with Medius by visiting the Cloud Status page, here.

Enter your tenant name into the search box to find out which cloud your company is running on.

Medius Admins at our customers are most likely to have interest and can choose to subscribe to updates and notifications from Medius CloudOps via this status page.

Select the cloud your tenant is running on:...

... and scroll down the page for any additional components included in your subscription...

... and any managed integrations to your ERP where applicable...

... and hit "Save".

Now you will receive push notifications from Medius CloudOps should there be any service interruptions with Medius solutions.

We hope you find this convenient.

Cheers!

Review your Admin role assignments

Working with a number of customers recently, we realized that many had perhaps too many users with the Admin role assigned.

It's best practice to limit the number of users assigned the Admin role as that grants them full access to all documents in the system and, more importantly, access to the full configuration options for the platform.

Our recommendation is to review the Administration roles available:

* Admin

* User Admin

* Business Configuration Admin

and assign them sparingly.

See Medius Success Portal - Role for more details.

Of course, you can run a report based on active users using the "User - Roles" report source to provide an overview.

Cheers!

BTW, did you hear that Medius was recognized by Gartner® as a Leader in the March 2025 Gartner Magic Quadrant for Accounts Payable Applications?

Click here to download the report and here to find out why Medius feels this matters for our customers).

Configure which columns are visible in your Inbox

Did you know that you can choose which columns are visible in the Inbox? Many customers we’ve spoken to assume the Inbox layout is fixed and end up using valuable screen space on information they don’t need.

One common example is the "Document ID" column, which many customers don’t use at all:

How to modify columns in the Inbox:

Please note: this will change the column configuration for all users in your Medius environment
You need to be an admin-user to make this change

Go to Administration > Folder
Select My tasks > Editor for column configuration
In the list on the right, the Type indicates which folder you’re updating (e.g., Non-PO invoice, PO invoice, etc.)
Find the relevant Type, deselect the columns you want to hide, and select the ones you want to show. You can also search for a column name under Name.

Here is a video that shows you how it is done in the system.

Bonus Tip!

To show or hide which columns are visible for YOUR user (this is also saved between sessions), you can click on the icon to above the folder to the right. Note that only columns that have already been made available in the Folder administration page will be available here:

Using bulk operations in the Inbox

Speaking with customers recently, one topic cropped up a number of times and it became apparent that perhaps through staff changes, some of the operational "muscle memory" in using Medius is lost. Well, hey, that's the intent of these quick Top Tips from Customer Success!

So, in observing a backlog of invoices in Post Control, the user was unaware that there is an opportunity for a bulk operation. By selecting multiple invoices of the same type and step in the workflow, the "Bulk Operation" button becomes active, and the user is guided through the next steps. We often see this bulk operation for Final Approval, rather than having to open each individual invoice. That's super convenient!

Full documentation on the Inbox is found on the Medius Success Portal here, which details other bulk operation capabilities.

Have a productive day!

Managing Supplier Responsible using the Routing Table

As you're aware, Medius comes with a whole set of default business rules that can be activated and deactivated and prioritized to drive workflow behavior, for example.

One common approach is to use Supplier Responsible to determine a user or role that should receive invoices for a specific supplier.

However, this can lead to a bit of a maintenance/administration headache. For example, if Evelyn above is responsible for 50 suppliers, should her role change or she leaves the company, then an Admin would need to reassign the supplier responsible to Penny or whomever by manually updating each supplier individually. Could be quite a chore.

Use of the Routing Table could be a useful approach as it provides a convenient Excel template export/import function that would allow for the bulk update of supplier responsible outside of the Medius Administration UI.

Please review the documentation to understand dependencies a Routing Responsible rules and, of course, always test in your QA environments beforehand.

If this approach is interesting and you need assistance, we can always discuss a Professional Services tuning session or you may consider an Elevate subscription to supercharge your optimization plans.

Saving and reusing filters

This one’s short and (hopefully) sweet!

If you’re an AP user in Medius, chances are your inbox is flooded with invoices daily. Filters are a great way to focus on the invoices you need to see, but did you know you can save and reuse the filters you use most frequently?

Check out this quick video to learn how to save time by creating reusable filters!

Prioritize missing Goods Receipts

Have you ever thought to yourself that a missing goods receipt should be handled before anything else, when there are deviations on a PO invoice? In that case, we have a feature for you! With the Show goods receipt deviation first toggle, you can now prioritize missing GRs over price deviations. Note that using this feature requires that you have turned on the Goods receipt deviation type, and that your integration supports importing PO lines before goods receipts are done!

Here’s how it works:

When enabled, invoices with a missing GR are routed to the responsible user first.
Only after the GR is completed, any remaining price deviations are routed for handling.

Why it’s helpful:

Focus on resolving the most critical issue first.
Reduce complexity and confusion when handling invoices with multiple deviations.
Ensure faster and more accurate processing of goods receipt-related discrepancies.

How to enable it:

Go to Administration - Company - PO Invoice - Matching
Set Show goods receipt deviation first to Yes

Emailing suppliers within Capture

Effective communication with suppliers is crucial for smooth invoice processing. Medius has introduced a feature that allows you to email suppliers directly during the invoice verification process, enhancing efficiency and collaboration.

Benefits of Emailing Suppliers During Invoice Verification:

Immediate Clarifications: Quickly resolve discrepancies or obtain missing information by contacting suppliers directly from the verification interface.

Enhanced Record-Keeping: Maintain a clear communication trail within the system, ensuring all interactions are logged and easily accessible.

Improved Efficiency: Reduce delays associated with external email platforms by centralizing communications within Medius.

How to Use This Feature:

Access the Invoice: Open an invoice from the incoming invoice inbox.

Initiate Email: Click on the "Email" button option within the invoice interface.

Compose Message: Add a subject, message, internal user and the supplier.

Send Email: Review and send the email.

Please note the following limitations when using this feature:

The email sent from Capture cannot be replied to directly by the Supplier.
The email content is not stored in Medius, except for an entry in the history indicating that an email was sent.

To avoid confusion, we recommend including a note in the email body, such as:

"Please note that this email cannot be replied to. Please direct any replies or new invoices to [insert your company’s email address]."

By leveraging this integrated emailing feature, you can enhance communication with suppliers, leading to faster invoice resolutions and a more streamlined accounts payable process. Check out this quick video to see how you can do this in your system.

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Use of these Reason Codes can be restricted via the use of Access Keys tied to a role.

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The Reason Codes can be included in reports to help identify specific suppliers or problems in the process that can then be focused on for improvement.

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Hopefully you find this useful!

(As a reminder, a compendium of 2024 Top Tips is available here for easy review).

Using document reason codes for identifying business process issues

It's often interesting for our customers to report on the types of issues that cause a drag on their invoice processing.

In Medius, you can use configurable Document Reason Codes to define customer-specific terminology for issues relating to their business.

Also, take a look at the recording of our most recent webinar, Top Tips in Action, here.

Force a comment on a rejected invoice

Have you ever encountered a situation in Post Control where a Non-PO invoice is rejected without any comment or additional information? This forces you to track down the person who rejected it to find out the reason or to request documentation that can be attached before invalidating the invoice. This process is time-consuming, and ideally, the necessary information should be included at the time of rejection.

This issue can be resolved by enabling a validator that requires users to add a comment when rejecting an invoice.

Please note that some of you may already have this validator enabled. For those who want to activate it, be aware that all rejected lines—including those rejected by AP staff—will require a comment. It's a good idea to inform all end users about this change so they know what to do when rejecting invoices moving forward.

To enable this validation, you must have the admin role assigned to your user. If you are an admin, follow these steps:

1. Click on Administration

2. Go to Validator configuration

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3. Search for the validator: InvoiceForceCommentOnRejectedLine and select it from the list

4. Set Active to Yes

5. Save your changes

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As always, let us know if you have any questions!

Create a Teams channel for Medius users!

This tip is a bit different. Last week, while attending our customer conference, a client shared that the most impactful change they’ve made recently was setting up dedicated Microsoft Teams channels for their Medius users. They created one channel for all end users and another exclusively for super users.

This approach has helped them centralize communication since almost everyone uses Teams daily. It’s improved transparency and reduced repetitive questions. Plus, they can pin important messages or easily automate reminders, like when month-end is approaching.

Of course, this strategy works just as well if you use Slack or another internal communication tool.

If you have a large user base in Medius, you might want to collaborate with your IT department to set up the channels. For your convenience, here's a guide on how to create a channel in Microsoft Teams: Create a standard, private, or shared channel in Microsoft Teams - Microsoft Support

Optimal use of additional charges

For those of you who process PO invoices in Medius, you will know that suppliers often include charges on invoices that are not on the Purchase Order. Common examples are freight, environmental fees and pallets. If additional charges aren’t properly configured in Medius, these charges will result in manual processing. So let's do a quick refresher to ensure everything is set up correctly!

Tips for optimal use of additional charges:

Configure additional charges at both the company and supplier levels. This allows you to set up general limits and customize them for specific suppliers. For instance, you can set a higher amount limit for freight for certain suppliers while keeping a lower limit for all other suppliers.
Use "SaC" (Same as Cost) for PO invoices. This option automatically populates coding dimensions and tax indicators based on the purchase order.
Configure additional charges for non-PO invoices! This requires that you capture lines on Non-PO invoices. The limit you set here will determine if additional approval is required.

Maximizing automatic connection:

Use wildcards (*) in the item number and description fields when applicable.
Populate both the item number and description fields. Only one needs to match for an automatic connection. Example: The additional charge in the screenshot below will connect if "freight" appears anywhere in either the item number or the description on the invoice line.

Minimizing unnecessary stops in Analyze:

Consider setting a higher amount limit along with a percentage limit. When multiple limits are in place, the lower of the two will always apply.

To configure additional charges at the company level:

Go to: Administration > Company > Select Company > Enterprise > Additional Charges

To configure additional charges for a supplier:

Go to: Administration > Supplier > Select Supplier > Enterprise > Additional Charges

Below is an example of an additional charge configured for freight, using many of the tips mentioned above. For more details on each individual setting, click here: Medius Success Portal - Additional Charges

Working with Medius Support

Here at Medius, the pace of innovation can be quite breathtaking! Well, you're likely to have noticed this through our monthly product updates and published release notes. It can be hard to keep up!

Exciting, but:

Do you know how to engage with Medius Support to report an issue?
Do you sometimes find dealing with Medius Support frustrating?
Do you know what type of tickets Medius Support can help with?
Would it help to understand how Medius is structured by 1st Line, 2nd Line, 3rd Line etc.?
Did you know that you can provide feedback on your support experience directly after every ticket?

First, a snapshot/reminder of the various teams and services Medius offers to build and maintain a valued, trusted relationship with our customers.

customer resources - medius

To help clarify how Medius Customer Support fits in, we have updated a comprehensive Medius Customer Support Overview document that explains how you engage and how the teams log, investigate, escalate and resolve issues across Medius to better serve our customers.

Why is this helpful to you?

Understand Support Levels and Services: Familiarize yourself with our 1st, 2nd, and 3rd line support tiers and know when and how to escalate issues.
Ensure Faster Resolutions: Learn how to properly submit and track support tickets, including the details needed to speed up the process.
Know Your Resources: Discover the full range of support tools available to you, from the Medius Support Portal to proactive resources like the Medius Success Portal.

Most customers only submit a handful of tickets so it may be an idea to download or bookmark this document to have it handy whenever you need support from us. Keeping this overview accessible will help you navigate the support process smoothly, ensuring minimal business interruptions and expedited resolutions.

You can access the full Medius Customer Support Overview documentation on the Medius Customer Center, with a direct link here.

Let us know if these types of "Top Tips" are useful so we can work to deliver meaningful self-service content. Also, let us know if you'd like to have other colleagues receive these Top Tips.

Increase accuracy and save time with associative reference learning in Capture

Many of our customers use the reference field for routing Non-PO invoices and have provided feedback that the text on the invoice sometimes needs to be adjusted. This could be due to the supplier misspelling a name or entering the name of a department instead of a person. To address this, we have introduced a new feature: Associative reference learning in Medius Capture.

With this feature, you can:

Automate Repetitive Corrections: If you find yourself repeatedly correcting the same reference value on invoices, Capture will learn from your adjustments. After just two corrections, the system will automatically apply the learned value to future invoices.
Enhance Accuracy: For example, if you change "Sales Dept" to "Lloyd Braun", Capture will remember to use "Lloyd Braun" on all subsequent invoices, ensuring consistency and accuracy.
Seamless Application Across Formats: This learning applies to both PDF and e-invoices, and it’s saved at the supplier level for each company, streamlining your workflow.

Additionally, for PDF invoices, you can quickly verify any changes by hovering over the Reference field icon, ensuring transparency in the automation process. Should you need to reverse this learning, simply enter the correct printed value on two invoices, and the system will relearn the original value.

By leveraging associative reference learning, you can save time on manual data entry, and focus on more value adding tasks.

Save time by onboarding suppliers directly from Capture

Managing invoices from new suppliers can be a very time consuming process. Usually it involves getting one or more internal approvals, a supplier validation step, followed by creating the supplier in your ERP and waiting for it to sync to Medius. All this happens while the invoice is just sitting in your queue in Capture, waiting patiently..

To streamline this process, we have developed a feature which allows you to start the supplier onboarding process directly from Medius Capture. It requires that you have the Supplier Management module in Medius. There are many benefits to this:

The whole process will be in Medius, no need to switch between multiple systems
Save time by quickly starting the onboarding process directly from Capture
Reduce risk of duplicate suppliers in your ERP

supplier onboarding

Here’s how to get started with onboarding a new supplier:

Click the Request a new supplier link underneath the Supplier field (available only if the Supplier field is empty). If the supplier field is incorrectly filled, remove the supplier to see the link.
Complete the Request a new supplier form. The only mandatory field is the Supplier name, marked with an asterisk. If available, the invoice number will be included automatically.
Click Submit to send the form to Medius Supplier Onboarding. Relevant users will be notified by email to process your request promptly.

If this feature is of interest to you or your company, but you do not have the Supplier Management module in Medius, let your Account Manager know and we will get in touch.

Increase your automatic connection rate with connection tolerances!

This one is about how you can increase your automatic connection rate for PO invoices using connection tolerances.

I am sure most of you have run into this at some point. A PO invoice will stop in the connect step, and when you go to do the manual connection, it looks something like this:

In this case, 2 out of 3 lines have connected automatically to the PO/GR lines. The remaining invoice line has the wrong item number, perhaps the vendor just left off the last digit by mistake. The total amount of the remaining line differs from the PO/GR line by only 0.20 SEK! It seems unnecessary that this invoice should stop in the connect step, considering there is only one open line left on the PO, and it only differs by a tiny amount.

Luckily, we can solve this by setting up a connection tolerance. This allows Medius to connect based on the total amount of the line, even though the amounts are not exactly equal. This should allow more lines to connect automatically, thereby increasing your overall automatic connection rate.

It can be set up on both company and supplier level. The screenshot below is what it would look like if you set up a line level connection tolerance of 0.50 SEK for this supplier.

To find this configuration page, click on the supplier name from the invoice, and go to the tab PO invoice - Tolerances. You can also check out this video to see how you set up a connection tolerance on company level. Note that the tab "Orderbased" has been renamed to "PO Invoice" since the video was created.

tolerance invoice

A couple things to note:

Beware of setting the tolerances to high, this can result in incorrect connections
You can set a value tolerance, percentage tolerance, or both!
You can set up the same type of connection tolerance for Head level connections

Working with PO invoices and optimizing the line details grid

Particularly with PO invoices there is a wealth of information associated to the PO, the goods receipts and the invoice itself. Presenting all of this information can sometimes be a challenge when so much is related to the line level details.

The various sections associated to the PO invoice are collapsible. The user can collapse and expand those sections as needed to see the underlying data related to PO invoice details, Reason codes, Posting details, Amounts and Payment information.

When it comes to Lines there can be up to eighteen fields of information available that may require horizontal scrolling to see the information needing your attention - particularly any unit price deviations or quantity deviations.

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Each User can select which fields they want to see, and these settings are saved per User. For example, invoice line number, PO Number 2 or Additional PO numbers may not be relevant or useful for this User, so they can be deselected.

Oh and, of course, Users can search for items in each column and sort each column by clicking on the column headers.

Use temporary delegation when you are on vacation!

With Temporary Delegation, you can:

Ensure Continuity: Maintain the flow of invoice approvals without interruptions, ensuring no delays in processing.
Be Proactive: When you have planned your holiday, proactively set the delegation period so it automatically kicks in the day you leave.
Retain Control: Set an end date for the delegation period, so tasks revert to you automatically once you're back.

To set up a temporary delegation, simply follow these steps in Medius AP Automation (or follow along this tutorial video):

In the top, right hand corner, click on your initials, then Settings.
Select Temporary Delegation and click +Add.
Set the start and end dates for the delegation period.
Choose the colleague you wish to delegate tasks to.
Select if you want the delegation type to be User, Role or User and Role*
Click Save.

A task can be assigned to your user directly (such as a Non-PO invoice that needs to be approved), or to a role that is assigned to your user (such as a Non-PO invoice that needs to be routed to a user). "User" would be the right choice for most end users, while power users might want to choose "Role" or "User and Role"

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Things to note:

An admin user can set up temporary delegation on behalf of other users, if necessary.
When a delegation is established, both the existing and the new tasks are assigned to the delegatee.
Even after setting up temporary delegation, the original owner of the task still has the tasks in their inbox. When the task is handled, it disappears from both inboxes.

P.S. Many AP teams send a reminder about temporary delegations to end users before the holidays, so they don't forget to set it up. Feel free to steal the quick-guide from this e-mail and use it in the reminder

Improve Invoice Accuracy with Medius Analytics

Do you know how many of your invoices need to be modified after being imported into the workflow in Medius?

If you are a power user in Medius, you know how time-consuming this can be. Whether it’s correcting the invoice type, changing the supplier or adjusting the VAT amount, these changes require invalidating, editing, and resubmitting the invoice - an often lengthy process.

Previously, tracking these "invalidated and edited" invoices has been challenging. With Medius Analytics, you can now utilize the First Time Right dashboard to easily identify and track changes made to invoices. This tool helps you pinpoint which suppliers are sending invoices with incorrect information, allowing you to address issues directly with them and save valuable time. For instance:

"Last year, you sent us 65 invoices without a purchase order number. In the future, please ensure the order number is included in the correct field."

If you think this sounds interesting but you don't have access to Medius Analytics, let us know and we will get in touch with you!

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Increase automation by deactivating the currency field in Capture

When I meet with customers, many of you mention that capturing the currency of an invoice can be a hassle. It is often the only field that triggers a warning in Capture, while all other fields are green and captured correctly. This issue can negatively impact touchless automation in Capture and take up unnecessary time.

However, did you know that you can deactivate this field for specific suppliers? If a supplier only sends invoices in one currency, and that currency matches the supplier setup in your ERP, there is no need to use the field at all. Simply deactivate the field at the supplier level, and the invoice currency will always be set to the supplier's default currency.

With touchless automation enabled in Capture, these invoices can now be processed automatically, saving you time and a few clicks per invoice.

As you see in the screenshot, you can check the supplier currency directly in Capture.

Paste coding from Excel

We understand that many of you encounter invoices with a significant number of coding lines, such as a phone bill that needs to be divided among numerous employees.

Did you know that it is possible to paste coding lines directly from Excel into Medius? This can be especially helpful if you have large templates saved in Excel, or you are using formulas in Excel to calculate line amounts. When the invoice is in any step where you can add coding, simply click on the small arrow next to "Add," and you'll find the option "Paste coding lines from Excel." Take a look at the screenshot below, or check out this video on the success portal.

Before you copy and paste, make sure the number of columns in your Excel sheet matches the number of required columns in Medius.

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Some things to consider:

The current limit for coding lines is 1500
This works for non-PO invoices, PO invoices and payment requests
Check out this article on the success portal for more details

As always, feel free to reach out If you have any questions or need further assistance.

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Reprocessing invoices in Capture

We know that you often receive multiple invoices from the same supplier simultaneously - perhaps they send their invoices in bulk at the beginning of each month.

We also understand that Capture might not always correctly identify a field, or a supplier might change the layout of their invoices. It can be frustrating to correct the same error across multiple documents. That's why we've introduced a new feature in Capture for reprocessing invoices, allowing you to leverage machine learning on invoices that have already been imported!

To use this feature, simply click "Reprocess" on the invoice you are verifying. You'll have three options:

This invoice: Reprocesses the current invoice. If learning is available, it will be applied immediately, showing the updated changes.
All invoices with this supplier: Reprocesses all invoices in the Inbox from the same supplier as the current invoice.
All invoices with no identified supplier: Reprocesses all invoices in the Inbox from the same receiving company as the current invoice but without an identified supplier - ideal for invoices from new suppliers!

Moreover, you can enhance this process with Touchless Automation in Capture. By turning on Touchless Automation before reprocessing, any invoice that meets all green criteria will automatically advance to the workflow.

Gain line level reporting visibility on non-PO invoice spend

Here's a Medius Top Tip that many customers have applied to improve their spend visibility.

The ability to identify how much you're spending on certain items or categories and then perhaps consolidate that spend and gain up front control through a contract or via a PO really provides the visibility and control you need to reduce maverick spend.

With Medius, you can:

Use line level capture of non-PO invoices, now with configurable columns.
Do not add empty coding lines per captured invoice line for non-PO invoices - configured at the company level and/or supplier level.
Use the business reporting data source to include line level details that then support in-report filtering and searching on "Item Description" in the same way you can use similar filters across all columns and for all invoice types.

Note that some Medius environments have a customization that always removes invoice lines from Non-PO invoices after the Verify step. If this is the case, let us know and we can turn off the customization.

Adding Quick Links to Medius Admin Pages

For those of you that are Medius Admins and are working to tune and configure the platform, hitting the ~220 admin pages can be challenging, particularly when some are not really intended to have a Business Admin use.

By default, Medius provides a list of Admin Quick Links as below but you can add your favorites that you frequently use.

Search for "Fav"....

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... and click on "Administration Favorite Link".

Click "Add" and search for your frequently used Admin Page such as "Routing" for the Routing Table

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Then, switch to the "Role" tab and apply the role you wish to have access to this quick link - typically, Admin role.

Don't forget to "Activate" the quick link and "Save".

Then, you have a new, convenient quick link:

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Of course, you can find full details on the Medius Success Portal.

Dashboards v Reporting v Analytics

Medius Dashboards, Reporting and Analytics all have their place and part to play in your AP operations but what are the differences?

Users sometimes wonder why they can't see an invoice in a report when they can see it in the AP Invoice Search dashboard, for example.

Dashboards

Imagine an invoice from the Boston Bean Company has been submitted to workflow and you immediately want to go see where it is. Medius AP Automation is deployed with preconfigured dashboards to get you started, along with a set of gadgets you can use to configure your own dashboards.

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Reporting

The benefit of these business reporting options is that you have rich, configurable reporting across a number of reporting sources that allow for in-report grouping, totaling and filtering with drill-down to the underlying document along with report scheduling and the ability to pull the report data via Odata.

Sweet!

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Notice when running business reports, there's information at the bottom left indicating when the report data was last updated. To provide this reporting functionality and minimize any impact on your operating environment, we have a separate reporting database meaning that there is a delay between an invoice hitting the workflow (transactional database) and actually being available for inclusion in these business reports as above. By default, the data is synchronized to the reporting database every 15 minutes.

(For those interested, some report data sources are updated according to the Medius.Reports.Infrastructure.Reporting.ETL.EtlScheduledJob, while others are updated constantly. For more information, see EtlScheduledJob.)

Analytics

For those that have Medius Analytics as part of your subscription, you gain benefit from a number of prebuilt PowerBI overlays that present detailed analysis of your workload and processes with the aim to drive continuous improvement and actionable insights:

These analytics dashboards are presented from an analytics database and include visualizations of trending over time. The data refresh for Analytics is not configurable by customers and is managed by Medius.

However, customers can see when the Analytics data was last refreshed by following "AP Insights->QA" and clicking the "information" symbol at the bottom right of the screen.

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For more information on Medius Analytics, please see the Medius Success Portal.

Identifying suppliers that are causing you extra work

With Medius Capture, we continue to drive the highest levels of touchless capture possible but in the real-World you're operating in, invoices can hit the workflow that need updating due to incorrect or missing data.

It's almost like the supplier doesn't want to be paid on time!

Correcting the invoice type, changing the supplier, adjusting the tax amount or adding a freight charge, these changes require invalidating, editing, and resubmitting the invoice - "ain't nobody got time for that" (as the famous meme goes).

With Medius Analytics, you can utilize the First Time Right dashboard to quickly identify and track changes made to invoices. This view helps you pinpoint which suppliers are sending invoices with incorrect information, allowing you to address issues directly with them and save valuable time.

For example:

"This quarter, you sent us 37 invoices without a purchase order number. Please ensure the order number is included on future invoices to avoid processing delays and risk late payment."

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Filtering invoices that have been returned from Review

Did you know that it is possible to filter invoices in your inbox, where a user has completed a review?

If you use the Review workflow step in your organization, it was previously hard for AP users to keep track these invoices. This is now possible using an inbox filter! You can simply:

Go to "Filter"
Select "Show only documents after review"
Click "Apply filter"

This update aims to streamline your process, making it quicker to find the invoices you need to act on.

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Pre-Approved Invoices

In version R118 we released a feature called Pre-Approved Invoices. It was a developed as a solution for AP users who said they were spending unnecessary time coding and approving Non-PO invoices that had been pre-approved, or did not require approval at all. Some examples of invoices that fit this description were:

Intercompany invoices
Invoices with very small amounts
Invoices that have been pre-paid

By configuring Pre-Approved invoices, you can specify which suppliers, amounts, coding dimensions or key words (or any combination of these), that should trigger a pre-approval flow. This way AP users don't have to spend unnecessary time handling Non-PO invoices that can just be posted.

Check out this link for more information.

Save time by autocoding in Post Control

Do you find that some invoices stop in the Post Control because they are out of balance by a small amount? Then you, or someone in your team, have to spend time coding the tiny amount before posting the invoice to your ERP. Some scenarios that might cause this issue are:

The supplier has not specified a rounding difference on the invoice, which causes the net + tax to not equal the total
On orderbased invoices, many tiny rounding errors in unit prices cad add up to a difference in the balance
Accounting templates that do not fit 100%

To avoid spending unnecessary time coding these small imbalances - check out this video on how to configure "Automatic coding of balancing". This can be done for both Non-PO and PO invoices.

PS! In some cases the same thing can happen due to an imbalance in the tax amount. In that case it can be automatically adjusted by configuring a tax tolerance. Check out this video to see how to configure it.

Stay updated with Medius!

Just a heads up - we're constantly adding new features to Medius AP Automation. You can find all the details in our monthly Release Notes, which also cover updates to other modules like Medius Procurement and Medius Pay.

If you'd like to get an email when new updates are out, ask your Medius Administrator to add the "Medius Info" role to your profile. This way, you'll always be in the loop!

To check your current version, click the question mark in the top right corner of your screen.

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Medius AP Automation

Top Tips

Other useful links

Keep your ERP integration up-to-date

Struggling with duplicate suppliers? Try this reporting trick

Keep your ERP integration up-to-date for smooth operations

Meet your three Admin superpowers (and when to use each)

The Squad

Decision Cheat Sheet (bookmark this!)

Route invoices by store or location using associative learning

Step-by-step

Getting value out of Medius Payments

Powerful filtering

Role-based approval flow

Video guide to pulling Medius report data into 3rd party tools (PowerBI, Tableau, Excel etc.)

A reminder on how Medius Capture "learns"

Using Four Eyes Principle for approvals is not "All or Nothing"

Discovering What's New in Medius, directly in the product

Archiving documents directly for reporting and traceability

Temporary delegation

Creative use of Coding Restriction Rules to drive automation

Known Issue Tracking

Getting the most out of Medius Copilot

Configuring the "at-a-glance" supplier invoice summary

Subscribe to Updates from Medius Cloud Operations

Review your Admin role assignments

Configure which columns are visible in your Inbox

Prioritize missing Goods Receipts

Using document reason codes for identifying business process issues

Force a comment on a rejected invoice

Create a Teams channel for Medius users!

Optimal use of additional charges

Working with Medius Support

Increase accuracy and save time with associative reference learning in Capture

Save time by onboarding suppliers directly from Capture

Increase your automatic connection rate with connection tolerances!

Working with PO invoices and optimizing the line details grid

Use temporary delegation when you are on vacation!

Improve Invoice Accuracy with Medius Analytics

Increase automation by deactivating the currency field in Capture

Paste coding from Excel

Reprocessing invoices in Capture

Gain line level reporting visibility on non-PO invoice spend

Adding Quick Links to Medius Admin Pages

Dashboards v Reporting v Analytics

Identifying suppliers that are causing you extra work

Filtering invoices that have been returned from Review

Pre-Approved Invoices

Save time by autocoding in Post Control

Stay updated with Medius!

Ready to transform your AP?