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How Agents Handle This

Two agents work together on payables:
  • Mercury notifies you when bills are due, sends approval reminders, and alerts your team to pending actions
  • Themis reconciles payables against bank transactions, generates AP aging reports, and computes DPO (Days Payable Outstanding)

Mercury — Reminders & Notifications

Keeps your team informed about approvals and due dates

Themis — Reconciliation & Reporting

Matches bills to bank transactions and tracks AP health

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Key Concepts

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Bill Status Lifecycle

Draft → Pending Approval → Approved → Scheduled → Paid (or Rejected / Cancelled)
  • Draft — Being entered
  • Pending Approval — Submitted, awaiting review
  • Approved — Cleared for payment
  • Scheduled — Payment date set
  • Paid — Settled
  • Rejected — Denied (with reason), returned to draft
  • Cancelled — Voided

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Capturing a Bill

1

Go to Payables → Bills and click New Bill

Upload a PDF, image, or paste text. VIS42’s AI parser extracts supplier name, amount, due date, and line items automatically.
2

Review extracted data

Confirm the parsed fields. Correct any misreads before proceeding.
3

Assign a counterpart

Link the bill to an existing supplier or create a new counterpart record.
4

Categorize and submit

Assign an expense category, then click Submit for Approval to enter the workflow.
Forward supplier emails directly to your VIS42 capture inbox to skip the upload step entirely. Ask support for your capture email address.

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Approving or Rejecting a Bill

1

Open the bill from the Pending Approval queue

Approvers receive an in-app notification and email when a bill is waiting.
2

Review the bill details and attached document

Verify amounts, supplier, and category against the original document.
3

Approve or Reject

Approve moves the bill to Approved status, ready for payment scheduling. Reject requires a reason and returns the bill to Draft for correction.
Rejected bills are returned to the submitter with your rejection reason. The submitter must correct and re-submit — they do not auto-escalate.

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Scheduling a Payment

1

Open an Approved bill and click Schedule Payment

Set the payment date, amount, and payment method.
2

Confirm

The bill moves to Scheduled. Mercury will send a reminder as the date approaches.

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Recording a Manual Payment

1

Open the bill and click Record Payment

Use this for payments made outside VIS42 (bank transfer, cheque).
2

Enter amount, date, and reference

For partial payments, the bill remains open. Record additional payments until settled.

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Best Practices

Always upload the original PDF rather than entering bills manually. The AI parser improves accuracy over time and creates an audit trail.
Review your AP aging report (ask Themis) weekly. Many suppliers offer 1–2% discounts for payment within 10 days.
Set bill approval rules so high-value bills require senior sign-off. VIS42’s RBAC controls who can approve.