Process flow for Non-Purchase Invoice (Expense invoice)

The non-purchase order invoices are processed without purchase order matching. The automation extracts invoice details from the PDF, identifies the vendor, validates required fields, and creates the voucher. Accounting distributions are provided or confirmed in the Review Center. The non-purchase order invoices require manual verification and approval before posting. The system identifies the reviewer and approver based on site-specific business rules and approval limits.

• RPA reads the invoice PDF and extracts key values such as invoice number, invoice date, vendor, subtotal, tax, total amount, and any additional charges.
• If no valid PO number is available, the record is routed to the Needs Verification tab of the Review Center.
• The user classifies the invoice as Expense or Non-PO and specifies the mandatory fields in the Needs Verification tab of the Review Center.
• The system classifies the document as a non-purchase-order invoice and processes the document according to non-purchase-order invoice rules.
• For non-PO invoices, users must review or provide the accounting distribution before submission.
• The system uses default general ledger accounts from CSI setup or accounts that the reviewer specifies in the GL Code field of the GL Distribution widget.
• The reviewer can submit the invoice only when the remaining distribution amount is zero.
• The tax amounts extracted from the invoice PDF are used for non-PO voucher distribution.
• Freight, brokerage, insurance, local freight, and miscellaneous charges are distributed using the applicable configured accounts.
• If tax, charge, or general ledger account setup is incomplete, the invoice is routed to the Review Center. The Review Center displays an action message that identifies the missing setup information.
• After the reviewer submits the invoice, the system routes the invoice to the appropriate approver based on site, amount, approval limits, and business rules.
• If approved, the non-PO voucher is created and posted using the confirmed distribution.
• If rejected, the invoice returns to the reviewer for correction and can be resubmitted in the next processing cycle.
• Once the voucher is generated successfully, the invoice PDF is displayed in the Context viewer widget of the A/P Vouchers and Adjustments form.