Process flow

This sequence outlines the process flow when you run the solution:

  1. Emails with customer purchase order details are received in a specified email account folder. Alternatively, the customer purchase order details are received in a specified local folder.
    Note: You can configure the RPA bot to run in unattended mode. The mailbox of the specified email account is monitored by the RPA bot.
  2. In RPA, these key values are extracted from the document using IDP with GenAI:
    • Customer name
    • Customer address
    • Delivery address/ship-to address
    • Supplier address/Vendor address
    • Customer Purchase Order number
    • Customer Purchase Order date
    • Item descriptions
    • Item numbers
    • Item quantities
    • Item prices
    • Item UoM
    • Currency
    • Taxes
    • Delivery instructions
    Note: Currency is not passed in the BOD. When the customer order is created, the currency is derived from the customer master data in M3.
  3. RPA uses AI to identify the Customer Code, Facility, and Division in M3 through the address details extracted from the document. If RPA cannot identify the Customer Code, Facility, or Division, RPA sends the record to the Review Center. Additionally, if RPA cannot identify the customer master record or if multiple customers match the extracted customer address, RPA also sends the record to the Review Center.

    See Review Center overview.

    Note: If RPA cannot identify the Address ID but extracted a valid address, RPA includes the extracted address as part of the Business Object Document (BOD) and added to the customer order.
  4. RPA identifies and validates the Unit of Measure (UoM) and Price from the details extracted from the document. If RPA cannot identify the UoM and Price from the document, RPA forms the BOD without the UoM and Price.
  5. RPA identifies and validates the Requested Delivery Date from the details extracted from the document. If RPA cannot identify the Requested Delivery Date, RPA uses the current system date during customer order creation.
  6. RPA uses the 'Key Search. Open' (CMS030) program and item APIs to identify and validate item codes that are extracted from the document. The item identification process uses the ITEM_DESC (Item description) key search ID. CMS030 defines the tables and fields that are searched for matching item information. When a matching item is found, the API returns the corresponding item number.

    See the information about configuring CMS030 in User > Technology User > User M3 Experience Designer > Common functionality > Configuring key search in the M3 Core User and Administration Library (Cloud).

    If RPA cannot identify the extracted item code, cannot find the item master record, or if a line item quantity is missing, RPA sends the record to the Review Center.

    See Review Center overview.

  7. RPA creates a ProcessSalesOrder BOD using the information extracted from the document. RPA uses Customer Order Category 1 CO types. These types are described as standard or normal customer order types, similar to those delivered with the IPC default content.
  8. RPA publishes the BOD and processed through ION. You can validate the result in M3 through the 'Customer Order. Open Toolbox' (OIS300) or 'Batch Order. Open' (OIS275) programs. Additionally, RPA calls an Acknowledge BOD to retrieve the created customer order number.
    Note: The creation of a customer order without a Customer PO Number is determined by the configuration defined in 'Customer. Open' (CRS610) and uses the existing validation rules of the system.
  9. RPA uploads the purchase order document to IDM with the M3_Customer_Order document type and links the document with the created customer order.
    These attributes are attached to the uploaded document:
    • Customer Order Number
    • Customer PO Number
    • Customer Name

    The M3 customer order number attribute is updated in IDM after the customer order is successfully created in 'Customer Order. Open Toolbox' (OIS300). Records routed to the Review Center are stored in IDM with the RPAReviewCenter document type, which contains the Accounting Entity and ID attributes.

  10. RPA sends success and failure notifications through Infor OS to the user or user group defined in the configuration. Each notification includes a link to open IDM or M3 for further action.
    This list shows the available notification types:
    • Success: Sent when a customer order is successfully created in 'Customer Order. Open Toolbox' (OIS300). The notification contains a confirmation of the outcome and a link to the created order in M3.
    • Failure: Sent when the RPA process cannot create a customer order due to validation errors or missing information. The notification includes details such as the file name, error description, email subject, received time, and company. The failed record is routed to the Review Center for correction and resubmission.

    See Review Center overview.