Process flow for Invoice Processing

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.

This automation solution also helps in:
  • Removing the manual work from the invoicing process by using GenAI to extract the information from emails.
  • Processing invoices within the timelines and keeping the stakeholders informed.
  1. User receives an email from the Supplier with a PDF attachment that contains invoice information.
  2. The RPA reads the configured email account and email folder, and the email is marked as read after processed by RPA.
  3. The OCR (Optical Character Recognition) is performed using IDP GenAI and extract the key information (Invoice Date, Invoice Number, Total amount and Supplier name or VAT registration number and/or bank account number at header and Item Description & Amount at line level).
  4. In case of success, RPA generates the Load.SupplierInvoice BOD. Using the IMS end point, this BOD is sent to the Received Purchase Invoices (tfacp1110m000) session in Infor LN and these invoices can be processed further using the Process Payables Workbench (tfacp8350m000).
  5. The automation supports creation of invoice with header, lines and applicable Tax lines, Charges and Discounts.
  6. RPA sends the scanned invoice pdf document to IDM and user can access the scanned document from the in-context to received Invoice at related information.
  7. Register, Match, Approvals to follow Infor LN standard ways Jobs/ auto matching / Auto Approval Workflows. ION workflows and alerts can be used to support this process.
  8. In case of failure, RPA carries out validations to identify the missing information and notification is sent as Inbox Alert to configure user/user group with a drill back to IDM for PDF details and user can manually enter the invoice in Infor LN.
    Note: 
    • For Credit memo document must contain Credit Note/Memo.
    • For PO invoices Purchase order or Packing Slip must be available.
    • Invoices which do not have a Purchase Order Number or Packing Slip Number as an input, Infor LN considers them as a Cost Invoice.