Process flow

This sequence describes the end-to-end process flow:
  1. Incoming PDF documents of QMS Test Certificates are identified and downloaded from the unread emails in one of these locations:
    • Outlook inbox
    • Dedicated QMS Test capture folder named TestCertificate
  2. The document is analyzed by IDP with GenAI to:
    • Extract CoA test and order information such as Product number, Purchase Order Number, and Batch Number.
    • Parse each test to capture Test ID, Test Description, Test Method Origin, and Test Result Unit.
  3. Data is validated in M3.
    1. Validate the Supplier by retrieving the Supplier ID usingM3_IP_AI_Model based on Supplier Name, Phone Number, and Address.
    2. Validate the Purchase Order:
      • Search for the PO record in the MPHEAD table using the Supplier ID.
      • Verify that the record exists.
      • Confirm the request as PORequest.
    3. Validate the QI Request:
      • Search the QMSRQT table using Supplier ID, Item Number, and Batch Number.
      • Verify that the record exists.
      • Confirm the request as QIRequest.
  4. PO Request is validated against M3:
    1. Validate PO Header by checking if the Purchase Order exists in M3 using the MPHEAD table.
      • If the PO is found, extract the Facility (FACI).
      • If the PO is not found,
    2. Validate PO Line by checking if the Item Number matches the Item Number (ITNO) in the MPLINE table.
      • If a match is found, process QMS.
      • If no match is found, check if the Item Number matches the Supplier Item Number (SITE).
        • If a match is found, extract the corresponding Item Number and process QMS.
        • If no match is found, mark the request as an exception, send a notification, and stop further processing.
    3. Check if the Batch Number matches LotRef1 (LMBREF) in the MILOMA table.
      • If a match is found, extract the Batch (BANO), and process QMS.
      • If no match is found, check if the Batch Number matches the Batch Number (BANO).
        • If a match is found, process QMS.
        • If no match is found, mark the request as an exception, send a notification, and stop further processing.
  5. Test ID is validated against M3. This validation is needed when the Test ID is available in document. If not, Test ID is extracted from 'Test Results. Open' (QMS400).

    Check if Test ID matches the Test ID in M3 in 'Test Results. Open' (QMS400) (LstTestResults).

    • If Match Record found, process QMS.
    • If No Match found, check whether Test ID and Supplier ID matches in ION Business Rules. If Match found, retrieve Test ID from Business Rule and process QMS.
  6. These items are extracted in M3:
    • Request ID 'QI Request. Open' (QMS300) - LstQIReqByStat
    • Test ID QMSRQT table
    • Test Type and Test Sequence 'Test Results. Open' (QMS400) - LstTestResults
  7. Update test results in M3 (QMS400 - UpdTestResult).

    When you update the values of the Test Result val field, then click Next, the Standing value changes to All spec tests passed.

  8. Send to Infor Document Management (IDM):
    The PDF document is uploaded to IDM and tagged with these attributes to use to support accurate identification, indexing, and retrieval of the document:
    • Supplier ID
    • Purchase Order Number
    • Item Number
    • Supplier Item Number
    • Batch Number
  9. Exception routing to the Review Center

    If any of the initial validation checks fail, either due to missing information such as no invoice date or validation failures such as supplier not matched within M3 PO, the automated process stops. The invoice is then automatically routed to the Review Center, a dedicated user interface for manual exception handling. In the Review Center, a user reviews the identified errors, corrects the data, and submits the invoice for processing.

    A user notification triggered in case of exceptions.

Exception handling

If the system cannot identify these Header and Line-level details, the system automatically routes the PO to the Review Center. A user manually selects the correct item for the line before the system processes the invoice.

You can modify this header information:
  • Supplier ID
  • PO Number
  • Item Number
  • Batch Number
  • Request ID

This line information is required for the API update:

  • Test ID
  • Test Description
  • Test Method
  • Test Result
  • Status

Context Viewer

The Context Viewer widget shows the document interface when a Request ID is found in M3. It shows the pushed document content from IDM for user verification and provides visual document rendering to validate existing Request ID cross-references.