Running the solution if using folders

  1. Create the same invoice folder from the user parameter section for invoiceFolderPath and mark it to process emails as Unread.
  2. To start the process, click the Run button to trigger the flow. When the flow is triggered, all of the documents are read and moved to the invoice folder.
  3. When the process is triggered, these tasks are performed in the background:
    1. Verifies whether the ConfigurationFolder exists. If it does not exist, the required directory and subdirectories are automatically created. If the Configuration folder exists, this step is skipped.
    2. If any documents were moved to the Reprocess folder in the previous run due to technical issues, RPA processes the documents in a Reprocess folder.
    3. Gets access to the email account of the user based on the emailAccount user parameter value, and searches for the specified emailFolder to download all the unread emails and to process it.
    4. Gets access the documents in the local Invoice folder that is specified in the invoiceFolderPath user parameter value.
      • You must provide the details of the email account that is configured in the current system.
      • RPA processes only PDF attachments.
      • RPA reads the emails based on the numberOfEmails user parameter value.
    5. After downloading the attachments, all PDF files are moved to the InProgress folder.
    6. RPA takes each PDF file, one at a time, and extracts this information:
      • Key values at header level:
        • Company name
        • Bill-to address
        • Vendor name
        • Remit-to address
        • Invoice number
        • Purchase order number
        • Invoice total amount
        • Invoice sub-total amount
        • Total tax amount
        • Discount
        • Add-on charges
        • Invoice date
        • Ship-to address
        • Credit memo reference number
        • Service contract ID
        • Return number
          Note: Bill-to address, Vendor name, Invoice number, Purchase order number, Invoice total amount, and Invoice date are required fields to create a record.
      • Key values at line level:
        • Item code
        • Item description
        • Quantity (shipped quantity)
        • Unit price
        • UOM
        • Tax amount (line level)
        • Add-on charge description
        • Add-on charge amount
          Note: Item code, Item description, Quantity, and Unit price are required fields to create a record.
    7. Save the details in DII once the key value extraction is completed:
      • For Match, Service Contract, Match Credit Memo and Service Contract Credit Memo invoices:
        • Details tab (Business class = DocumentInterfaceDetail)
          • Item (extracted item number should be saved in both Item and Vendor Item fields)
          • Vendor item
          • Item description
          • UOM
          • Quantity (shipped quantity)
          • Unit price
          • Tax amount
        • Add-on Charge tab (Business class = DocumentInterfaceAddOnCharge)
          • Add-on charge amount
          • Add-on charge (code)
          • Extracted description
      • For Expense and Vendor Return Credit Memo invoices:
        • Distributions tab (Business class = DocumentInterfaceDistribution)
          • Add-on charge amount
          • Add-on charge (code)
          • Description
        Note: For Expense and Credit Memo invoices, lines do not appear under the Details tab, and Add-on charges are created under the Distributions tab.
    8. GenAI identifies the document classification based on the extracted information. The classification is Standard Invoice (Match, Service contract, and Expense), Credit Note, Debit Note, Statements, etc. Documents other than invoices, such as Payment Request Forms, Claim Forms, Proforma Invoices, etc., are moved to the Other Invoices folder because they are not legal invoices.