Trade 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 trade 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 trade 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 trade 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 trade 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 Exception Handling 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 invoice number, PO number.
    • Moves failed document to the Failure folder.
  • Validates each line item from the trade invoice with the product records from these screens in CloudSuite Distribution:
    • Product Warehouse Description Setup
    • Extended Product Cross Reference Setup
    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 trade invoice with the header, applicable Taxes, Charges, Line Items, and Discounts.
  • RPA sends the scanned trade invoice pdf document to IDM and user can access the scanned document from the in-context to received Invoice at related information.

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

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