AR Check Processing

Overview

AR Check Processing is an Enterprise Automation solution designed to reduce the challenges associated with manual checks processing. Infor Robotic Process Automation (RPA) is used to automate tasks, enhance efficiency, reduce errors, and eliminate manual intervention.

Currently, multiple tasks for the check processing flow are performed manually for each incoming check:

• Scanning checks and remittance advice
• Validating check information
• Creating the Payment 2 interface record and remittance details
• Uploading scanned documents

Folder structure

After a successful job run, these folders and file structure are created in the ConfigurationFolder user parameter:

• InProgress: PDF files attached to the emails are downloaded and stored in this folder during processing. After processing, they are moved to success or failure folders depending on whether they are processed successfully or not.
• Logs: Text files with time-stamped logs for a user-reference and analysis.
• Success: PDF files successfully processed by the RPA flow, moved from the InProgress folder.
• Failure: PDF files failing to be processed by the RPA flow, moved from the InProgress folder.
• Manual Entry Excel file: When there are exceptions like missing information then records are displayed in this Excel file. You can update this Excel file.

Steps to use this feature

Use this information if you use email:

• Create the same email folder that is mentioned in the user parameter section (emailFolder) and mark it to process emails as unread.
• To start the process, click the Run button to trigger the flow. When the flow is triggered, all unread emails from the specified email folder are read.

Use this information if you use the folders:

• Create the chequesFolderPath check folder from the user parameter section.
• To start the process, click the Run button to trigger the flow. When the flow is triggered, all documents in the check folder are read.
• When the process is triggered, these RPA tasks are performed in the background:
  1. Verifies that the ConfigurationFolder exists.

     If it does not exist, a directory and subdirectories are created. If the Configuration folder exists, this step is skipped.

  2. Accesses the Email Account of the user from the emailAccount user parameter value, and finds the specified emailFolder to download all the unread emails and to process it.
  3. Accesses the documents in local Checks folder that is specified in the chequesFolderPath user parameter value.
     • You must provide the details of the email account that is configured in the current system.
     • PDF attachments are processed.
     • Emails are read based on the numberOfEmails user parameter value.
  4. After the attachments are downloaded, all PDF files are moved to the InProgress folder.
  5. This information is extracted from the Document Processor optical character recognition (IDP OCR):
     • Company (Payee name & address)*
     • Customer (Pay to the order of)*
     • Amount box*
     • Amount line
     • Bank information
     • Memo line
     • Rank routing number
     • Checking account number
     • Check number*
     • Bank fractional
     • Payer signature
  6. If the remittance advice is received, it must be scanned for these details. The remittance advice contains the invoice numbers that are included in the payment.
     • Check date
     • Check number
     • Invoice date
     • Invoice number
     • Amount
  7. The extracted data is verified and validated against predefined criteria to verify accuracy. Sometimes it involves companies and customers that are present in the FSM database and validates discrepancies or errors in the data, and the amount in words with amount in figures. If the data do not match, you are notified.
  8. The extracted data is submitted to the ReceivablePaymentImport2 job, the Receivable Payments are created in FSM.
  9. The document is uploaded to IDM and is attached to DII. The document can be viewed in the Related Information widget. The IDM link is available on the Payment interface 2 page. When the Payment interface 2 record is interfaced, the IDM attachment is also interfaced into the Receivables Payment.
  10. A a success or failure notification is sent to your inbox and your email.

Exception handling using an Excel file

When issues are identified, all of these exceptions are available in the Manual Entry Excel file. Correct the errors by editing the missing or incorrect values. Specify Y in the Is Updated by User field. The records are processed in the next run.