Process flow for PO Line Price Change

The PO Line Price Change process automation solution uses RPA to handle manual tasks without human intervention. These tasks are automatically triggered when an email with a PDF attachment is received. The tasks include accessing the document, extracting relevant information, and processing the purchase order.

This solution uses RPA to search the configured email account and email folder, and read emails with the PDF attachments containing this information:
  • PO Number*
  • PO Line Number*
  • PO Release Number*
  • Item Number*
  • Vendor Item*
  • Item Description*
  • New Unit Price*
  • Ordered Date*
  • UOM
  • Quantity
  • Vendor ID*
  • Vendor Name*
  • Effective Date*
Note: The fields with an asterisk (*) symbol are mandatory.

After identifying the emails, the system uses the logic to review the email contents and processes the purchase orders accordingly.

This automation solution also helps in:
  • Removing the manual work from the PO Line Price Change process by using IDP to extract the information from emails.
  • Processing purchase orders 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.
  • Accesses the email account of the user, searches the folder specified in the emailFolder field, and downloads all unread emails. The email account is determined by the value specified in the emailAccount field.
    Note: 
    • The email account details must be configured in the system.
    • The process reads only emails that have PDF attachments. The number of emails that the RPA process reads is based on the value specified in the numberOfEmails field.
  • Downloads and moves the attachments to the InProgress folder. If a file contains multiple purchase orders, RPA splits the file into individual purchase orders, and each purchase order is processed as a separate input document.
  • Extracts the required information from PDFs.
    Note: 
    • If the automation fails to extract information from a customer purchase order document due to an error, or if IDP determines that the document is not a customer purchase order, RPA performs these actions:
      • Sets the Exception status of the document and moves the document to Data Lake. Exceptions can be reviewed on the Review Center screen within the RPA Management application of Infor OS.
      • Moves the failed document to the Failure tab of the Review Center screen.
    • Validates the mandatory information extracted from the PDF and displays the document on the Missing Information or Need Action tab of the Review Center screen, if mandatory information such as PO number, Item number, or Ordered Date is missing from the PDF, or the extracted data does not match the corresponding data in SyteLine.
  • Validates the PO information with the PO records available in SyteLine and also the Ordered Date value is the same. The RPA also validates if the status of the PO is Ordered.
  • Updates the Material Cost field on the Costs tab of the purchase order or blanket purchase order, after all validations are successfully completed. If the document contains only information related to the change of price of the item but no information related to the PO number, existing vendor contracts with the item and the vendor contract with ordered date on or before the before the effective date related to the PO are updated. If the document contains both the PO number and new item price, both the PO price and the vendor contract price are updated at unit cost by creating a new vendor contract line.

  • After a successful run in the serverless-based architecture, these folders are created in the specified path:

    • Failure
    • InProgress
    • Logs
    • Success