Standard Purchase Orders

Standard purchase order invoices are processed by comparing invoice details that are extracted from the PDF with the corresponding purchase order information in SyteLine.

The automation validates the purchase order, receipt status, invoice quantities, unit prices, taxes, and totals before the automation creates the voucher. When mandatory information is missing, the purchase order is not eligible for processing, or invoice values exceed the configured tolerance limits.

Process flow for Standard Purchase Orders

After receiving an email with the PDF attachment, the user is required to manually access the document, read the information and process the 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 emails are found, the system uses the logic to review the email contents and processes the invoice accordingly.
  • User receives an email from the Supplier with a PDF attachment that contains invoice information.
  • RPA reads the invoice PDF and extracts key values such as invoice number, vendor, PO number, invoice date, line items, quantity, unit price, tax, and total amount.
  • The extracted PO number is used to map the Standard Purchase Order in SyteLine.
  • If the PO number is missing or cannot be identified, the invoice is routed to the Needs Verification tab for user review.
  • The system verifies that the Purchase Order exists in SyteLine and is available for invoice processing.
  • The automation verifies that the purchase order contains received quantities for the invoice lines.
  • If the PO is not found, the invoice is sent to the Failed Invoices tab of the Review Center. If the PO is not yet received, the invoice moves to the Pending Process tab.
  • The invoice lines are compared with PO lines based on item, quantity, unit price, and received quantity.
  • The invoice line-level total is compared with the calculated SyteLine amount.
  • If the difference exceeds the configured vendor voucher tolerance, the automation routes the invoice to the Review Center for buyer verification.
  • The tax amounts extracted from the invoice are processed using the applicable CSI tax-code setup.
  • For Standard PO invoices, CSI-calculated tax amounts are used for voucher creation when PO-based tax calculation applies.
  • When all validations are successful, the system creates the A/P voucher for the Standard Purchase Order.
  • The system uploads the original invoice PDF to IDM and records the voucher reference with the PDF for traceability.
  • A notification is sent to the configured user to confirm the processing result. Once the voucher is generated successfully, the invoice PDF is available in the Context viewer widget of the A/P Vouchers and Adjustments form.

Processing scenarios for Standard Purchase Orders

These are the applicable scenarios for the standard purchase order:
Scenario System Behaviour User Action
PO exists and the received quantity is available Invoice is matched and voucher creation continues No action required
PO number is missing or unreadable Invoice is moved to Needs Verification tab on the Review Center Reviewer confirms invoice type and specifies the correct PO number
PO exists but is not received Invoice is moved to Pending Process tab on the Review Center Buyer receives or corrects the PO in SyteLine
Invoice price exceeds tolerance Invoice is routed to the Review Center with variance details Buyer reviews and submits for approval or corrects the PO
Invoice PDF tax is different from CSI-calculated tax Voucher uses CSI-calculated tax amounts for PO-based processing User manually modifies this difference

Blanket Purchase Orders

The blanket purchase order invoices use the standard purchase order invoice automation process, with additional release-level validation. The system identifies eligible releases that contain received quantities and allocates the invoice quantity across the releases based on the configured release-matching logic.

Processing scenarios for Blanket Purchase Orders

These are the applicable scenarios for the blanket purchase order:
What the System Checks System Behaviour User Action
Blanket PO and eligible releases The system identifies releases that contain received quantities for invoice quantity

The user action is required for invalid information.
Invoice quantity The system identifies eligible releases that contain received quantities and assigns invoice quantities according to the applicable CSI release-allocation logic Review release details when an exception is raised
Release price and vendor tolerance The system evaluates each release by using the vendor voucher tolerance over and under values

The buyer reviews releases that exceed tolerance limits
Multiple releases The system evaluates each release and is not combined with release variances Resolve each displayed release-level variance
Voucher creation The system creates a voucher after all releases are validated or after all release variances are approved

Accounts Payable completes the approval process when approval is required.

Process flow for Blanket Purchase Orders

  • RPA collects the PDF and extracts invoice, vendor, Blanket PO, release, item, quantity, price, and charge information.
  • The system identifies eligible releases containing received quantities.
  • The system assigns invoice quantities to releases according to the applicable release-allocation logic, such as the oldest received release first.
  • The system evaluates each release separately using the Vendor Voucher Tolerance Over and Vendor Voucher Tolerance Under values.
  • The system routes the invoice to the Review Center for buyer action when any release exceeds a tolerance limit.