Identifying documents

Standard Invoices processing

  • Once the document is identified as a standard invoice, it retrieves company and vendor details using AI models.
  • If a document contains a purchase order number, it is processed as a Match Invoice and is created in DII.
    • All the header details are populated in DII from the invoice document.
    • PO Number is saved in the Purchase Order file.
    • Header level taxes are populated in Tax Amount field in DII.
  • Once the DII Header is created, RPA checks whether the process-level parameter for line scanning is set to True or False.
    • If the scanLines parameter is set to True, lines are created in the Details tab, and add-on charges are created in the Add-on Charges tab. See Running the solution if using folders for the key values.
    • If the scanLines parameter is set to False, lines and add-on charges are not created in DII.

      During DII interfacing, lines are created in the Payables invoice based on the existing Create Details option in DII. The value sent by RPA must be From Receipt Then From PO. Add-on charges are not created in DII for match invoices, as line details are populated from the PO. If add-on charges are not available in the PO, the user can manually input the add-on charge amount in the Payables invoice after interfacing.

      The user can also remove detail lines, which includes interfaced, on partially interfaced invoices. Interfaced lines can be removed when an invoice fails during processing and remains in maintenance. After the user removes the lines, they can select Create Details from Purchase Order or Create Details from Receipt to continue invoice processing. If the Create Details from PO/Receipt flag is enabled while detail lines exist, the system displays an error message.

  • If a document does not contain a purchase order number, it is processed as an Expense Invoice and is created in DII.
    • All the header details are populated in DII from the invoice document.
    • Taxes are populated in a Tax Amount field in DII.
    • Add-on charges are created under Distributions tab along with add-on charge code. See Running the solution if using folders for the key values.

The document is uploaded to IDM and is attached to DII. You can view the document in the Related information context widget and you can find the IDM link in the DII screen. When the DII is interfaced, the IDM attachment is interfaced into the payables invoice.

Service Contract Invoices processing

  • Once the document is identified as a Service Contract Invoice, it retrieves the company ID and vendor ID details using AI models.
  • If the document contains a Service Contract ID, it is created in DII.
    • All the header details are populated in DII from the invoice document.
    • The contract number is saved in the Service Contract field.
    • Taxes are populated in the Tax Amount field in DII.
  • If the document contains both a Service Contract ID and a Purchase Order Number, it is processed as a Match Invoice.
  • Once the DII Header is created, RPA checks whether the process-level parameter for line scanning is set to True or False.
    • If the scanLines parameter is set to True, lines are created in the Details tab and add-on charges are created in the Add-on Charges tab. See Running the solution if using folders for the key values.
    • If the scanLines parameter is set to False, lines and add-on charges are not created in DII. Only header details are captured.

Credit Memo Invoices processing

  • Once the document is identified as a Credit Memo Invoice, it retrieves the company and vendor details using AI models.
  • If the document contains a Purchase Order Number, it is processed as a Match Credit Memo Invoice and created in DII:
    • All the header details are populated in DII from the invoice document.
    • The PO Number is saved in the Purchase Order field.
    • The original invoice is saved in the Credit Memo Reference Invoice field.
    • Taxes are populated in the Tax Amount field in DII.
    • Once the DII Header is created, RPA checks whether the process-level parameter for line scanning is set to True or False.
      • If the scanLines parameter is set to True, lines are created in the Details tab, and add-on charges are created in the Add-on Charges tab. See Running the solution if using folders for the key values.
      • If the scanLines parameter is set to False, lines and add-on charges are not created in DII. Only header details are captured.
  • If the document contains a Return Number, it is processed as a Vendor Return Credit Memo Invoice and created in DII:
    • All header details are populated in DII from the invoice document.
    • The original invoice is saved in the Credit Memo Reference Invoice field (optional).
    • If a return number is available in the document, it is saved in the Return Number field in DII. In this case, the Purchase Order Number is saved in the External Purchase Order field in DII.
    • Taxes are populated in the Tax Amount field in DII.
    • Once the DII Header is created, RPA checks whether the process-level parameter for line scanning is set to True or False:
      • If the scanLines parameter is set to True, add-on charges are created under the Distributions tab along with the add-on charge code. Refer to key values.
      • If the scanLines parameter is set to False, add-on charges are not created in DII. Only header details are captured.
  • If the document does not contain a Purchase Order Number, it is processed as an Expense Credit Memo Invoice and created in DII:
    • All the header details are populated in DII from the invoice document.
    • Add-on charges are populated under the Distributions tab of DII.
    • Taxes are populated in the Tax Amount field in DII.
    • Once the DII Header is created, RPA checks whether the process-level parameter for line scanning is set to True or False.
      • If the scanLines parameter is set to True, add-on charges are created under the Distributions tab along with the add-on charge code. Refer to key values.
      • If the scanLines parameter is set to False, add-on charges are created under the Distributions tab without the add-on charge code.
  • If the document contains a Service Contract Number, it is processed as a Service Contract Credit Memo Invoice and created in DII:
    • All the header details are populated in DII from the invoice document.
    • Taxes are populated in the Tax Amount field in DII.
    • Once the DII Header is created, RPA checks whether the process-level parameter for line scanning is set to True or False.
      • If the scanLines parameter is set to True, lines are created in the Details tab, and add-on charges are created in the Add-on Charges tab. See Running the solution if using folders for the key values.
      • If the scanLines parameter is set to False, lines and add-on charges are not created in DII. Only header details are captured.

Debit Memo Invoices processing

Once the document is identified as a Debit Memo Invoice, it retrieves the company ID and vendor ID details using AI models.
  • A Debit Memo with a Purchase Order is processed as a standard Match Invoice.
  • A Debit Memo with a Service Contract is processed as a standard Service Contract Invoice.
  • A Debit Memo without a Purchase Order or Contract is processed as a standard Expense Invoice.

Statement Invoices processing

Once the document is identified as Statement Invoice, it retrieves the company ID and vendor ID details using AI models.

Statement or Utility Invoice is processed the same as Expense Invoice. In Statement Invoice, Current Billing charges are considered as invoice total amount.