Exceptions - RPA Exceptions

This tab displays Trade, Expense, and Undefined invoice documents that failed to register during the Robotic Process Automation (RPA) process, due to errors or exceptions. The list includes invoices that are yet to be reviewed. The failed documents are moved to Data Lake and are displayed in this tab.

You can filter invoices in the grid, based on these fields:

• Exception

  The type of exception for which the invoices are not registered. Possible values:

  • All
  • Failure
  • Missing Information
  • Needs Verification
  • Pending Process

• Process Type

  The type of invoice document that contains errors. Possible values:

  • Trade Invoice: Indicates a trade invoice associated with the procurement of goods.

    When the Trade Invoice documents fail to register in CloudSuite Distribution (CSD) due to errors, the Process Type of the documents is set to Trade Invoice, and the Invoice Status is set to:

    • Missing Information: A Trade invoice is set to this status in these scenarios:

      • The automation process is unable to extract any of the mandatory fields from the Trade invoice, such as Invoice Number, PO Number, Invoice Date, or Sub Total.
      • The PO number is extracted from the invoice but does not exist in CSD.

    • Needs Verification: A Trade invoice is set to this status if one of these conditions is met:

      • Invoice type cannot be determined
      • Related Purchase Orders (PO) are already costed
      • Invoice is already registered
      • PO API error
      • Invoice number exceeds 15 characters
      • Payment terms in invoice do not match with the terms defined for the associated PO in CSD

    • Pending Process: A Trade invoice is set to this status when the automation detects that the purchase order status on the invoice is not Received.

      Note: 

      The invoices with the PONOTRECEIVED status are registered based on the receivedPOCheckEnabled field value. Possible values:

      • True: Registers invoices during every run, only when the associated PO is in the Received stage.
      • False: Registers invoices regardless of whether the associated PO is in the Received or Not Received stage.

    • Failure: A Trade invoice is set to this status if one of these conditions is met:

      • Scanned invoice status is Costed or Closed
      • EDI mismatch
      • Session timeout
      • Scanned document is not a Trade invoice

  • Expense Invoice: Indicates an expense invoice associated with non-inventory purchases or services.

    When the Expense Invoice documents fail to register in CSD due to errors, the Process Type of the documents is set to Expense Invoice, and the Invoice Status is set to:

    • Missing Information: An Expense invoice is set to this status in these scenarios:

      • The automation process is unable to extract any of the mandatory fields from the Expense invoice, such as Invoice Number, Invoice Date, or Sub Total.
      • Vendor matches a vendor match business rule in Infor ION which indicates that multiple General Ledger (GL) accounts are associated with the vendor.
      • The Ship To address is not available on the invoice.
      • Gen AI cannot identify the warehouse from the Ship To address.
      • Vendor has no division configured.
      • Warehouse has no division configured.
      • No GL code found in Vendor Setup or SA Operator Setup screens.

    • Needs Verification: An Expense invoice is set to this status if one of these conditions is met:

      • User verification is required
      • Invoice is already registered
      • Invoice number exceeds 15 characters

    • Failure: An Expense invoice is set to this status if one of these conditions is met:

      • Scanned invoice status is Entered, Updated, or Closed
      • EDI mismatch
      • Scanned document is not an Expense invoice

  • Undefined: Indicates that the vendor cannot be identified or invoice type cannot be determined.

    The documents are set to the Undefined Process Type in these scenarios:

    • The invoice type cannot be determined from the information available on the invoice.
    • Vendor information is incomplete or not available on the invoice.
    • Matching vendor records do not exist in CSD.
    • Multiple vendor records match the extracted information from the invoice.

• Last Run Date

  The last date on which the automation was run to process invoices.

• Record Limit

  The number of invoices to be displayed in the grid. The default value is 500.

• From Invoice Date and To Invoice Date

  The date range in which invoices are processed, that contain errors or exceptions.

You can perform these actions in the grid:

• View the list of Trade, Expense, and Undefined invoices that contain errors or exceptions, along with the details of the vendor, invoice, purchase order, invoice type, exception, and last run date.
• Filter the list, using the Search field.
• Click the purchase order number to access the Purchase Order Inquiry screen in the application.

• Use the Archive option to remove the selected invoices from the grid and move to the Archive status.

  Note: The Archive option is displayed only when one or more invoices are selected.

• Use the Move option to change the status of selected invoices.

  Note: The Move option is displayed only when one or more invoices are selected. This option is enabled only when errors in the selected invoices are resolved.
• Click Review for an invoice to open a new window. The name of the window is based on the type of exception in the invoice. You can view and resolve the header and line level errors in the selected invoice.
  Note: 

  • You can use the View Full PDF option to open the PDF file in a new window.
  • When you click Review for a document of the Undefined process type, a new window opens and displays the Process Type field. You must select the appropriate Process Type and specify the required information to process the document. When the document is reprocessed by RPA, the invoice type is not validated because the Process Type is already selected.

  • When you click Review for a document of the Expense Invoice process type, a new window opens, and displays the Header, Lines, and General Ledger Distribution tabs. You must specify the Division value on the Header tab and the GL Account # value on the General Ledger Distribution tab. The first two digits of the GL account number represents the division. After you specify and submit, RPA reprocesses the Expense invoice to the GL account and the division, based on the specified GL Account # value:

    • If the GL Account # value starts with 00, this indicates that there is no division. RPA reprocesses and registers the invoice to the GL account and the specified Division. For example, if the Division number is 25 and the GL account number is 00-12-34526, the invoice is registered to division 25.
    • If the GL Account # value starts with the value other than 00, this indicates that there is a division. RPA reprocesses and registers the invoice to the specified GL account and the Division from the GL account number. The Division value specified on the Header tab is ignored. For example, if the Division number is 25 and the GL account number is 30-12-34526, the invoice is registered to division 30.

    The General Ledger Distribution tab is displayed only when the AdvAPInvoiceProcessingWSArgs business rule is activated in Infor ION. The General Ledger Distribution tab helps users to differentiate the Expense and Trade invoices.

• View and hide row filters, using the Show filter row option.
• Remove all filters, using the Clear filter option.
• Export the entire data to an Excel file, using the Export to Excel option.
• Personalize the columns in the grid at the user level using the Personalize Columns option. You can select the required columns to be included or excluded from the grid.
  Note: You can use the Reset to Default option to restore the original column set.
• Reorder the columns in the grid as required.