Understand Auto-check for Payable Invoices

Overview

Understand How Auto-check Works

Auto-check Criteria

Troubleshoot Auto-check Errors

FAQs

Overview

Auto-check automatically validates payable invoices (bills) as they enter Lentune. It checks key details, (such as the supplier, purchase order, coding, and totals), and moves invoices through the workflow without manual handling.

If an invoice meets all validation rules, it can be marked as checked or approved automatically. If it doesn’t, it is sent to the Check screen with clear error messages so you can review and correct it.

Auto-check works best when your data is accurate and up to date, particularly for purchase orders and suppliers. With the right setup, it reduces manual work, improves consistency, and helps invoices move through your accounts payable process more efficiently.

Understand How Auto-check Works

When an invoice is received (via email or fetch process), Auto-check runs automatically in the background.

It validates:

• Supplier and purchase order match
• Invoice number uniqueness
• Invoice date validity
• Coding fields (e.g. project, cost code, GL)
• Invoice totals and tax calculations

Based on your settings, the invoice will either:

• Move forward automatically (checked or approved), or
• Remain in the Check screen if any validation fails

Even when Auto-check fails, invoice lines are often still populated to assist with manual processing.

Auto-check Criteria

Auto-check delivers the most value when your data and processes are consistent. Your organisation is a good candidate to enable Auto-check if:

• Purchase orders are used consistently with accurate prices

• Supplier data is maintained accurately 

• Consistent coding structures are used (Projects, cost codes, and general ledgers should be active and correctly linked) 

• Consistent approval workflows are used

• Well-formatted, accurate invoices are received from suppliers

If you would like Auto-check enabled for your organisation, then get in touch with our support team: support@lentune.com

Troubleshoot Auto-check Errors

When Auto-check fails, an error message appears at the top of the invoice explaining what needs to be fixed. Once all issues are resolved, the invoice can proceed normally through the workflow. If some issues cannot be corrected (e.g. supplier provided incorrect information), you can still manually check or approve the invoice if it meets standard validation rules.

Auto-check uses strict validation rules. Common reasons invoices fail include:

• Purchase order not found or does not match the supplier
• Supplier not recognised or inactive
• Invoice number is duplicated
• Invoice date is missing or outside the allowed range
• Coding fields (project, cost code, GL) are invalid or inactive
• Invoice totals do not match line amounts (even small differences)
• Bank account details do not match supplier records

These failures are expected behaviour and are designed to protect data accuracy.

FAQs

Can I still process invoices if Auto-check fails?
Yes. You can manually check or approve invoices if they meet standard requirements.

Why does Auto-check fail for small amount differences?
Auto-check requires exact matching between header and line totals, even for minor rounding differences.

Do all invoices need a purchase order for Auto-check?
Yes, missing or incorrect POs will cause Auto-check to skip, and you would need to manually check.

How can I improve Auto-check success rates?
Focus on accurate purchase orders, consistent supplier data, and correct coding structures.

How do I enable Auto-check?
Please contact our support team at support@lentune.com so that they can enable this on your site.

Last updated: May 2026