Expense Invoice process flow

When an email with a PDF attachment is received, the user is required to manually access the document, read the information and process the Expense invoice. This automation solution uses RPA to manage this manual task automatically.

When an email with the PDF attachment is received with information such as Invoice Date, Invoice Number and Total Amount, this solution uses RPA to read the configured email account and email folder. After identifying the emails, the system uses the logic to review the email contents and processes the Expense invoice accordingly.

This automation solution also helps in:

• Removing the manual work of the invoicing process by using GenAI to extract the information from emails.
• Processing Expense invoices within the timelines and keeping the stakeholders informed.

When you run the process, RPA performs these actions:

• Verifies if the configurationFolder folder exists. If the folder does not exist, RPA creates the required directories. Else, this step is ignored.
• Accesses the email account of the user, searches the folder specified in the emailFolder field, and downloads all unread emails. The email is considered based on the value specified in the emailAccount field.
  Note: 

  • The email account details must be configured in the system.
  • The process considers emails with PDF attachments and reads based on the value specified in the numberOfEmails field.
• Downloads the attachments and move to the InProgress folder.

• Extracts the required information from PDFs.

  Note: 

  • If the automation fails to extract information from a Expense invoice due to an error, RPA performs these actions:

    • Sets the Exception status and moves the invoice document to Data Lake. This information is also stored on the Review Center screen of the RPA Management application, in Infor OS.
    • Sends notification to the user with the missing information.
    • Updates Data Lake with the information based on the pin code and vendor number.
    • Moves failed document to the Failure folder.

  • Checks for the vendor, using the GenAI functionality, to register the Expense invoice based on details in the following order:

    • Customer ID

      Note: The Customer ID is the value specified in the Our Customer field on the Vendor Setup screen in Distribution SX.e application.
    • Zip Code, Name, and Address of the vendor.
    Note: If the line item does not match with the products from either of the above screens, the line item is marked as a non-stock item.
  • The automation supports the creation of a Expense invoice with the header.
  • RPA sends the scanned Expense invoice pdf document to IDM and user can access the scanned document from the in-context to received Invoice at related information.
  • If RPA takes more than 10 seconds to register an invoice to the APECE screen, the job is closed with a status of In-Flight and processed in the background. The status of the invoice can be known in the next run.

After a successful run, these folders and file structure are created in the specified path:

• Failure
• InProgress
• Logs
• Success
• SupplierInvoiceTemplate.xml
• SupplierInvoiceTemp.xml