Process flow for Purchase Order Updates

RPA automates the process of opening the email, reading it and deciding if purchase order update is required or not based on the defined thresholds in Mastermind. If update is required, the purchase order line(s) are updated or Canceled and notified to email addresses defined in the Mastermind.

Prerequisites

  • Ensure that the Buyer receives emails from Suppliers that include either a PDF attachment or Purchase Order update information in the email body.
  • Ensure that the RPA_Inbox and RPA_Processed folders are created. The user is responsible for moving all emails requiring PO processing into the RPA_Inbox folder. After the RPA process is completed, the emails are automatically transferred to the RPA_Processed folder, regardless of success or failure.

Process Flow

  1. The process is initiated by accessing the logged-in tenant email account and reading all emails stored in the RPA_MAIL_FOLDER (for example, RPA_Inbox).
  2. If no emails are found in RPA_MAIL_FOLDER, the RPA process terminates. The RPA process iterates through each email, utilizing IDP and Gen AI to extract the email body using OCR (Optical Character Recognition), and submits the data to the GEN-AI REST API endpoint. The response is received in JSON format, containing details such as Purchase Order Number, Item Number, Planned Receipt Date, Price, and Quantity. The Purchase Order REST API is then called to fetch the corresponding order and line details.
    Note: If emails are not found in RPA_MAIL_FOLDER, the RPA process is terminated.
  3. The extracted values are validated against the original purchase order line data using predefined threshold values from the process arguments. The purchase order line is updated based on the validation results, and logs are maintained for successful and failed transactions.

    These Threshold values can be configured:

    DATE_CHANGES_ALLOWED
    Indicates whether date modifications are permitted.
    DATE_TOLERANCE_NEGATIVE_DAYS
    The minimum number of days allowed from receipt date.
    DATE_TOLERANCE_POSITIVE_DAYS
    The maximum number of days allowed from receipt date.
    PRICE_CHANGES_ALLOWED
    Indicates whether price modifications are permitted.
    PRICE_TOLERANCE_NEGATIVE_PERCENTAGE
    The minimum percentage reduction allowed on the price of Purchase Order Line(s).
    PRICE_TOLERANCE_POSITIVE_PERCENTAGE
    The maximum percentage increase allowed on the price of Purchase Order Line(s).
    QUANTITY_CHANGES_ALLOWED
    Indicates whether quantity modifications are permitted.
    QUANTITY_TOLERANCE_NEGATIVE_PERCENTAGE
    The minimum percentage reduction allowed on the price of Purchase Order Line(s).
    QUANTITY_TOLERANCE_POSITIVE_PERCENTAGE
    The maximum percentage reduction allowed on the price of Purchase Order Line(s).
  4. In case of success, the user can navigate to the Purchase Order (tdpur4100m900) session in Infor LN and verify the Purchase Order Line(s) data.
  5. After processing all the emails, the system sends separate email notifications for successful (passed), failed, or both results to the recipients listed in MAIL_TO and MAIL_CC. Once notifications are sent, the process terminates.
Note: The current solution does not include features for splitting Purchase Order Lines and supporting multiple logistic companies.