Process flow

This sequence describes the end-to-end process flow:
  1. Printing of the Delivery Note document:

    A Delivery Note document (DocNo 900/00) from M3 is printed on paper.

    If Proof of Delivery is required, a custom Delivery Note layout using MMS480PF printer file must be used. This layout is provided as part of the solution. This layout included these items:

    • Approved by - Name in CAPITAL letters field
    • Act qty bU column for the actual quantity
    Note: If these items are not available in the layout, verify the setup in M3.

    See Tips and troubleshooting.

  2. Delivery & Document Handling:
    1. Driver presents the printed Delivery Note to the customer upon delivery.
    2. Customer reviews and signs the Delivery Note.
    3. For any line item where the actual quantity differs from the ordered quantity, the customer writes the actual quantity on that line.
    4. The customer writes the approver’s name in the Approved by field.
    5. The signed Delivery Note is scanned at 300 DPI and saved as a PDF in the shared folder.
  3. RPA Automation:
    1. The RPA process is triggered either in unattended mode or in attended mode.
    2. The RPA runs these actions:
      1. Collect PDFs from the shared folder.
      2. Extract Delivery Numbers from each PDF.
      3. Split multi-delivery PDFs into separate files (one per delivery).
      4. Upload each PDF to IDM with these field values:
        • Document type: M3_DeliveryNote
        • Attributes: Populated for in-context access.
  4. Approval workflow if required:
    1. If Proof-of-Delivery is required, the delivery remains at 61 – Approval required status in OIS150.
    2. The RPA process checks for handwritten line-level quantity changes using IDP.
    3. If changes are found, RPA calls OIS155MI/UpdateQty for affected lines.
    4. RPA calls OIS155MI/Approve using the Approved by name extracted by IDP.
    5. Upon approval, the delivery status updates to 60 – Ready to invoice status and the Proof of dely check box is no longer selected.
    6. If the delivery is not at 61 – Approval required status, it is treated as Not applicable for approval (not an error).
  5. At the end of each run, an ION Notification is sent to the configured user or group. The notification summarizes this information:
    • Number of files processed
    • Deliveries per file
    • IDM uploads: One per delivery
    • Line quantity adjustments: Success or Failure
    • Delivery approvals: Success or Failure

The RPA process also creates the Success, Failure, and Logs folders in the configurationFolder directory. Files that are processed successfully are moved to the Success folder. Files that contain errors are moved to the Failure folder. Log files are saved in the Logs folder.

To access the delivery notes in M3, navigate to ‘Delivery. Open Toolbox’ (MWS410) or ‘CO Delivery. Open’ (OIS150) and open the Related Information v2 widget in the Smart Panel’s Context menu. This widget is enabled by a Business Context Model keyed by Delivery Number.