FileBound Overview

FileBound is a web-based office automation management solution that allows you to secure, manage, and distribute all your business documents and information assets regardless of the format, or the source of the documents. Several areas within IntelliDealer are integrated with the FileBound content management system so you can view accounts payable invoices in FileBound.

Topics in this section are:

Also see these related pages:

Invoice Image Interface

Several areas within IntelliDealer are integrated with the FileBound content management system so you can view accounts payable invoices in FileBound. This functionality allows users to display an image of the invoice if the invoice is loaded in the FileBound document management system. The FileBound icon shows on all Accounts Payable screens where an invoice number is displayed in vouchers, vendor history, or Accounts Payable outstanding as examples.

Click the FileBound icon to view the selected invoice from within FileBound.

Note:  The FileBound icon only appears if your dealership is licensed for feature number 6211 and the Display FileBound Invoice Details switch is activated (995 - User Security).

FileBound 2.0

FileBound 2.0 provides data flows between IntelliDealer and FileBound to manage purchase orders and receivers, and vouchers to reduce manual intervention. FileBound 2.0 uses basic authentication to access your FileBound instance, therefore you require a user name and password from FileBound.

Note:  FileBound 2.0 requires your dealership to be licensed for feature number 6520. You must also activate the Access Non-Batch Vouchers and Update Non-Batch Vouchers switch (601 - Financial Management - Accounts Payable).

Further information about FileBound is available from the FileBound online help.

FileBound 2.0 Data Flow

Accounts Payable processes happen throughout the day and week. At the end of each day, IntelliDealer sends these records to FileBound overnight:

  • Parts Purchase Orders that have a status of On Order or Back Ordered

  • Accounts Payable Purchase Orders that have a status of On Order or Back Order that are:

    • Miscellaneous

    • Equipment

    • Fixed Assets

  • Receivers, whether a full or partial receipt

Once FileBound has validated the Accounts Payable data, and the user chooses to create a voucher from within FileBound, the data transfer begins occurring in real-time. If the voucher was successfully created, IntelliDealer returns the voucher number to the FileBound record. If the voucher creation was unsuccessful, IntelliDealer returns an error message to the FileBound record.

The overnight purchase order and receiver jobs are informational: they keep FileBound aligned with open orders and receipts in IntelliDealer. They do not perform voucher matching or purchase order receipt relief. Auto-matching runs only when FileBound successfully creates a non-batch voucher. See Voucher Matching and Purchase Order Receipt Relief.

When creating a voucher from within FileBound, the vendor number in FileBound must match the vendor number on the Purchase Order (PO) in IntelliDealer.

If the vendor numbers do not match, voucher creation will fail, and IntelliDealer will return an error message to the FileBound record.

To ensure successful voucher processing, always confirm that vendor numbers are consistent between FileBound and IntelliDealer prior to voucher creation.

Using the FileBound data, IntelliDealer creates vouchers without an associated batch. These vouchers are therefore accessible under the Vouchers: Non-Batch listing screen.

Data flow between IntelliDealer and FileBound

If IntelliDealer encounters a failure while sending any of these record(s), it logs the failed job and error message to the Administration > Settings > Job History Tab. IntelliDealer tries to send the record(s) again the following night. If the job failed due to a network issue, IntelliDealer tries each failed record once again immediately. If the retry also fails, IntelliDealer sends the records the next night as part of the standard process. IntelliDealer sends all other failed records the following night in the standard process.

Note:  IntelliDealer sends data to FileBound through three nightly batch jobs (Purchase Order Data, Purchase Order Receiver, and Check Data) that default to 11:00 PM. Review the schedule with implementation when FileBound is enabled and reschedule the jobs as needed to avoid overlap with system maintenance, the Full Database Reorganize, or dealer-specific maintenance windows. See the FileBound jobs in IntelliDealer Batch Jobs.

Updating and Posting FileBound Vouchers

When FileBound successfully creates a voucher, IntelliDealer creates a non-batch voucher. The voucher appears on the Vouchers: Non-Batch screen (Financial Management > Accounts Payable > Vouchers > Maintain Non-Batch Vouchers).

IntelliDealer does not automatically update or post FileBound vouchers to the general ledger. After FileBound completes invoice processing, a user must update the vouchers on the Vouchers: Non-Batch screen to post them to the G/L.

To update non-batch vouchers:

  1. Navigate to Financial Management > Accounts Payable > Vouchers and click Maintain Non-Batch Vouchers.

  2. Review the vouchers created from FileBound.

  3. Click Update, enter the A/P voucher update date, and click Submit.

Only vouchers with a G/L date matching the A/P voucher update date you select are updated. See Vouchers: Non-Batch for the full procedure.

Note:  Vouchers that remain in a pending status after FileBound shows the transaction as cleared are often waiting to be updated on the Vouchers: Non-Batch screen. This is expected behavior; the system does not post FileBound vouchers to the G/L automatically.

Multiple POs for One Invoice

Where multiple POs are associated to a single invoice, you can reuse the invoice number to create separate vouchers for each PO on the vendor invoice. This allows FileBound to send multiple records with separate POs for the same invoice number to create vouchers.

To use this functionality:

  1. Navigate to Configuration > Miscellaneous > Other > System Settings.

    The System Settings screen opens.

  2. Click the Company tab.

    The System Settings: Company tab opens.

  3. In the Financial section, set A/P Duplicate Invoice Number to Warning.

  4. Click Save Changes.

Alternately, if A/P Duplicate Invoice Number is set to Error, IntelliDealer returns a 404 error “Duplicate Invoice Number Found - Cannot create voucher” to FileBound and you will have to manually adjust the voucher in IntelliDealer

Automated Purchase Order Closing

IntelliDealer can automatically match vouchers from FileBound to open purchase orders, relieve purchase order receipts, and close purchase orders when matching rules are met. See Voucher Matching and Purchase Order Receipt Relief for the full decision process, including full relief, partial relief, and when no relief occurs.

When the purchase order has been fully received and the amounts on the voucher match the received totals (or individual voucher distribution lines match receipt totals), IntelliDealer closes the purchase order and removes it from the vendor's outstanding purchase order list.

When a purchase order has been fully received but the invoice is only partially paid on the voucher, the purchase order remains outstanding until cumulative voucher amounts fully match the received payable amount. Unpaid purchase orders remain open until a full match is made between the received purchase order and the payable amount on one or more vouchers.

For example, if a purchase order is partially paid on three vouchers over multiple days, it is not closed until the last voucher pays the remaining balance in the invoice amount or in a distribution line that matches the outstanding receipt total.

Voucher Matching and Purchase Order Receipt Relief

When FileBound creates a voucher in IntelliDealer, the system attempts to match the purchase order number on the transmission to an open purchase order and apply receipt relief (link receipts on the purchase order to the voucher). Receipt relief is separate from posting the voucher to the general ledger; you still update non-batch vouchers on the Vouchers: Non-Batch screen. Receipt relief is also separate from the overnight jobs that send purchase order and receiver data to FileBound; those jobs inform FileBound what was ordered and received in IntelliDealer before invoicing.

Dealers often ask whether FileBound vouchers perform a full receipt relief, partial receipt relief, or no receipt relief against an open purchase order. The outcome depends on purchase order type, received amounts, voucher and distribution line amounts, prior vouchers for the same invoice, and FileBound configuration.

When auto-matching runs

Auto-matching and receipt relief run immediately after FileBound successfully creates a non-batch voucher in IntelliDealer. If voucher creation fails (for example, vendor mismatch or validation errors), auto-matching does not run and no receipt relief occurs, because no voucher exists.

Receipt relief compared to general ledger posting

Receipt relief and G/L posting are separate steps. A FileBound voucher can relieve purchase order receipts while it remains unposted on Vouchers: Non-Batch.

Process When it runs What the dealer does
Receipt relief

Immediately after FileBound successfully creates the non-batch voucher (auto-matching).

Review purchase order and receipt status, and the PO Complete indicator on Vouchers: Non-Batch when applicable.
General ledger posting

When a user runs Update on Vouchers: Non-Batch for the applicable A/P voucher update date.

Update non-batch vouchers to post amounts to the G/L. See Updating and Posting FileBound Vouchers.

Purchase order types and automatic receipt relief

Automatic receipt relief Purchase order type
Supported

Parts purchase orders.

Miscellaneous, Equipment, and Fixed Assets Accounts Payable purchase orders.
Not supported

All other purchase order types. FileBound may still create a voucher when validation passes, but IntelliDealer does not relieve receipts on those purchase orders automatically.

Outcomes: full relief, partial relief, or no relief

Use the following summary to interpret what IntelliDealer does after FileBound creates a voucher.

Outcome What IntelliDealer does Typical purchase order result
Full receipt relief

Voucher amounts match the rule for paying the entire received balance on the purchase order (or all open, unvouchered receipts on that purchase order). IntelliDealer links the applicable receipts to the voucher.

Purchase order can close and show as fully applied when all receipts are relieved and other close conditions are met.
Partial receipt relief

One or more voucher distribution line amounts exactly match an individual receipt total, but cumulative voucher payables do not yet equal the full received balance. Only matching receipts are linked to this voucher.

Purchase order stays open until additional vouchers satisfy the remaining received payable amount.
No receipt relief

Auto-matching does not link receipts to the voucher (for example, unsupported purchase order type, amount mismatch, vendor-match block, or no eligible receipts).

Purchase order and receipts stay as they were; the voucher may still appear on Vouchers: Non-Batch until you align amounts manually or clear the purchase order.

Matching rules

IntelliDealer compares the purchase order number on the FileBound transmission to the purchase order in the division and location on the voucher. It then evaluates received totals against voucher amounts.

Parts purchase orders

  • IntelliDealer totals received value on the parts order and compares it to the combined gross amount of vouchers already created for the same vendor invoice number and purchase order number.

  • When those totals are equal, the system performs full receipt relief on open receipts for that purchase order.

  • When totals are not equal, the system reviews each voucher distribution line. If a distribution amount plus the amount already relieved on a receipt equals that receipt's total, the system performs partial relief on that receipt only.

Miscellaneous, Equipment, and Fixed Assets purchase orders

  • IntelliDealer totals received detail lines on the purchase order and compares that total to the combined gross amount of vouchers for the same vendor invoice number and purchase order number.

  • When totals are equal, the system performs full receipt relief on each receipt that is not already linked to a voucher.

  • When totals are not equal, the system matches each voucher distribution line amount to an individual receipt total. When a line amount equals a receipt total and that receipt is not already linked to a voucher, the system performs partial relief on that receipt.

Note:  A purchase order receipt that is already linked to another voucher is not eligible for additional automatic relief. Auto-matching applies only to receipts that are not yet linked to a voucher (or, for parts purchase orders, receipts where the relieved amount has not yet reached the receipt total).

Cumulative matching across vouchers

When the same vendor invoice number and purchase order number appear on more than one FileBound voucher, IntelliDealer evaluates cumulative voucher amounts against received totals on the purchase order.

  • Each successful voucher creation runs auto-matching for that transmission only.

  • IntelliDealer adds the gross amount of prior vouchers (same vendor, invoice number, and purchase order number) to the current voucher when comparing payables to received totals.

  • Early vouchers may perform partial receipt relief only. The purchase order closes when cumulative payables equal received totals (full relief) or when distribution lines match any remaining unvouchered receipt totals.

Note:  When creating a voucher from FileBound, the vendor number in FileBound must match the vendor on the purchase order or voucher creation fails. The Require Vendor Match to Auto-Close setting on Configuration: FileBound controls whether a vendor mismatch between FileBound and the purchase order blocks receipt relief and automatic purchase order closing after the voucher is created. When the setting is enabled and vendors do not match, the voucher is created but receipts are not relieved automatically. When the setting is disabled, relief can proceed when purchase order number and amount rules are satisfied even if vendor numbers differ on the transmission.

Confirming relief in IntelliDealer

On the Vouchers: Non-Batch screen, the Source column shows FileBound for vouchers created from FileBound. When a voucher has fully relieved its related purchase order, a check mark icon appears next to FileBound; the PO Complete tooltip indicates the purchase order is fully applied. Use this indicator together with open purchase order and receipt inquiries when troubleshooting matching.

Common scenarios

  • Single invoice pays one fully received purchase order. Invoice amount or distribution total matches received totals. Expect full receipt relief and purchase order closing when all other close conditions are met.

  • One vendor invoice spans multiple purchase orders. FileBound sends separate voucher transmissions per purchase order (see Multiple POs for One Invoice). Each voucher is matched independently using its purchase order number and distribution lines.

  • Partial payments over multiple vouchers. Early vouchers perform partial relief on one or more receipts. The purchase order stays open until a later voucher brings cumulative paid amounts in line with received totals or matches the remaining receipt totals on distribution lines.

  • Voucher created but purchase order still open. Use the checklist When a purchase order does not close automatically.

When a purchase order does not close automatically

When FileBound creates a voucher but the purchase order stays open or receipts are not relieved, verify the following in order:

  1. Purchase order type. Confirm the purchase order is Parts, Miscellaneous, Equipment, or Fixed Assets. Other types do not receive automatic receipt relief from FileBound vouchers.

  2. Receipt status. Confirm the purchase order has been received in IntelliDealer and that receipt totals reflect what you expect to pay on the invoice.

  3. Prior voucher relief. Confirm targeted receipts are not already linked to another voucher. Receipts already relieved cannot receive additional automatic relief from a new voucher.

  4. Amounts on this and prior vouchers. Compare invoice and distribution line amounts to receipt totals. For multiple vouchers on the same invoice and purchase order, confirm cumulative voucher payables match received totals or that a distribution line matches a remaining unvouchered receipt total. See Cumulative matching across vouchers.

  5. Vendor match settings. On Configuration: FileBound, review Require Vendor Match to Auto-Close. When enabled, a vendor mismatch between the FileBound transmission and the purchase order blocks receipt relief even though the voucher was created.

  6. Non-batch voucher indicators. On Vouchers: Non-Batch, check whether PO Complete appears for FileBound vouchers. Absence of PO Complete indicates the purchase order is not yet fully applied through voucher relief.

  7. General ledger posting (if the issue is voucher status only). Receipt relief does not post the voucher to the G/L. If the concern is pending voucher status rather than purchase order closure, run Update on Vouchers: Non-Batch. See Updating and Posting FileBound Vouchers.

Frequently asked questions

  • Why did FileBound create a voucher but my purchase order did not close? Closing requires received amounts to match payable amounts on the voucher (or matching distribution lines) and eligible purchase order type. Partial payments and vendor-match settings leave purchase orders open until a full match occurs.

  • Does receipt relief post the voucher to the general ledger? No. Update non-batch vouchers on the Vouchers: Non-Batch screen to post to the G/L. See Updating and Posting FileBound Vouchers.

  • How is this related to receivers sent to FileBound overnight? Overnight receiver data shows what IntelliDealer received on the purchase order. Voucher matching runs at voucher creation time and uses current receipt and voucher amounts in IntelliDealer. See FileBound 2.0 Data Flow.

Troubleshooting

If you are experience issues when using FileBound, verify your configuration:

  • In IntelliDealer, confirm you are licensed for the feature and that it is activated.

  • In IntelliDealer, check that the Display FileBound Invoice Details switch is activated (995 - User Security) and that Access Non-Batch Vouchers and Update Non-Batch Vouchers are activated (601 - Financial Management - Accounts Payable).

  • On the Administration screen of FileBound, validate your URL, API credentials and ID numbers. If you cannot validate these FileBound details, reach out to your FileBound support contact at fbsupport@vitalecm.com.

  • If required matching fields are blank, no applicable data will be transmitted via the FileBound 2.0.

  • If FileBound vouchers appear stuck in a pending status in IntelliDealer after FileBound shows them as cleared, open Financial Management > Accounts Payable > Vouchers > Maintain Non-Batch Vouchers and run Update for the applicable G/L date. See Updating and Posting FileBound Vouchers.

  • Confirm the FileBound batch jobs are scheduled and not conflicting with system maintenance, the Full Database Reorganize, or other nightly jobs. Intermittent failures often trace back to overlapping schedules. See the FileBound jobs in IntelliDealer Batch Jobs.

  • If FileBound created a voucher but the purchase order or receipts were not relieved, follow When a purchase order does not close automatically.

Security: 601 - Accounts Payable Access Non-Batch Vouchers and Update Non-Batch Vouchers

Feature: 6211 and 6520 for FileBound 2.0

Revision: 2026.10