Configuring Inbox Labels

Abstract

Labels are account-defined tags that allow your AP team to annotate invoices in the Charted Invoice AI inbox with business-specific context — for example, Urgent, Missing PO, or Missing Vendor. Labels are defined once at the account level by a NetSuite administrator and are then available to every user who works in the inbox.

Labels are separate from system statuses. A system status — such as Ready, Duplicate, or Failed — is set by Charted based on how a document processed. A label is applied by your team to capture information the system cannot determine on its own, such as why an invoice is being held or what is still outstanding. An invoice can carry any number of labels in addition to its system status.

This article guides you through creating, managing, and applying labels in Charted.

Prerequisites

Before you can configure labels, the following prerequisites must be met:

• Administrator Role: You must be logged in as an Administrator in NetSuite. Label configuration is available only to administrators.
• New Charted User Interface: Labels are available only in the new Charted user interface experience. If you are still using the classic interface, see How do I enable the new Charted user interface experience? before continuing.
• Invoice Automation Enabled: Invoice Automation must be enabled in your Charted account. This setting is found at the top of the Invoice Automation Settings page.

No labels are configured by default. Every new account begins with an empty label list, so labels must be created before your team can apply them to invoices.

Creating Labels

Labels are created in the Label Configuration section of the Invoice Automation Settings page. Once created and saved, a label becomes immediately available to every user with access to the inbox.

Follow the steps below to create a label.

1

Log into NetSuite as an Administrator

You must be in the Administrator role to access label configuration.

2

Navigate to AP Automation Settings

From the NetSuite home screen, navigate to the Charted menu in the center navigation bar, then hover over AP Automation and select Settings:

3

Open the Invoice Automation settings

In the settings menu on the left side of the page, locate the Invoice Automation group and select Settings beneath it.

Several sections of this page contain an entry named Settings — including Payment Automation, Accrual Automation, and Developer Tools. Be sure to select the Settings entry listed under the Invoice Automation heading.

4

Select the Inbox Configuration tab

On the Invoice Automation Settings page, select the Inbox Configuration tab. It is the last tab on the right. The Label Configuration section appears at the top of this tab:

5

Click Add Label

Click Add Label. A new, empty row is added to the bottom of the label list with the cursor placed in the Label name field:

6

Name the label

Enter a name for the label. Label names have a maximum length of 100 characters.

We recommend keeping label names as short and specific as possible. Short names are easier to scan in the inbox, and long names are truncated when displayed as a badge on an inbox row.

7

Confirm the label

Click the check mark to add the label to the list, or the X to discard it.

A color is assigned to the label automatically from a predefined palette. There is no option to select or change a label's color, and once assigned, the color remains fixed to that label.

8

Save your changes

Repeat the previous steps for each label you want to create, then scroll to the bottom of the page and click Save.

Labels are not available in the inbox until the Invoice Automation Settings page has been saved.

Editing and Deactivating Labels

Each row in the Label Configuration list includes two controls on the right side of the screen:

Control	Description
(Pencil)	Renames an existing label. The label retains its assigned color and remains applied to any invoices that already carry it.
(Toggle)	Activates or deactivates the label.

Deactivating a label removes it from the label picker, preventing users from applying it to additional invoices. Deactivating a label does not remove it from invoices where it has already been applied.

As with creating labels, edits to existing labels take effect only after you click Save at the bottom of the page.

Renaming a label changes it everywhere it appears, including on historical invoices. If the meaning of a label has changed rather than just its wording, deactivate the existing label and create a new one so that prior tagging remains accurate.

Applying Labels in the Inbox

Once labels have been configured and saved, any user with access to the inbox can apply them. Applying labels does not require the Administrator role.

Follow the steps below to apply a label to an invoice.

1

Open the inbox

Navigate to Invoice Automation > Inbox.

2

Open the document sidebar

Locate the invoice you want to tag and click the pencil icon at the end of its row. The document sidebar opens on the right side of the screen:

3

Add a label

In the Labels section at the top of the sidebar, click Add Label and select a label from the list. Use the search field to filter the list when many labels are configured.

There is no limit to the number of labels that can be applied to a single invoice.

4

Save the invoice

Click Save. The applied labels appear as color-coded badges on the invoice's row in the inbox.

Labels applied to invoices can also be used to narrow the inbox. Use the All Labels filter above the invoice list to display only invoices carrying a specific label.

Best Practices

• Start with a small set. A handful of labels applied consistently is more valuable than a long list that is difficult to maintain. Additional labels can be created at any time.
• Describe the exception, not the norm. Labels are most effective for invoices that require something out of the ordinary, such as a missing purchase order, a disputed amount, or an expedited payment.
• Do not duplicate system statuses. Ready, Duplicate, and Failed are already tracked by Charted. Reserve labels for context that Charted cannot determine on its own.