Purpose
The project aims to streamline the creation of AP Invoices in Epicor, using PDF documents sent by suppliers as the source data.
Process
This flow outlines the process a PDF document goes through.
Email ingest
Kofax message connector transfers email attachments to a company-specific folder on the server.
Document ingest
Kofax message connector ingests document as job
Kofax document reading
Kofax tries to read invoice data from a PDF invoice
User validation (optional)
If Kofax is not confident in the data it has read, it prompts the user to validate the read data.
Send a document for online learning (optional)
If the document is not automatically read, it will be marked for online learning. Ready to integrate into the Kofax project later.
Upload document to SharePoint
PDF document is uploaded to AP SharePoint site.
Transfer invoice data from Kofax to Epicor through REST
Kofax makes a rest call to Epicor that creates a table record in the Auto AP Invoice dashboard.
Epicor base processing
The dashboard record is checked for basic errors (e.g. Valid amounts, suppliers and dates)
Credit Note
Invoice data is marked as a credit note based on the user selecting this in the Kofax validation screen.
Prompt user to manually create credit note and mark as complete
The user is prompted to manually create a credit note and mark the dashboard record as complete with the data provided through the dashboard and email.
Misc AP Invoice
Invoice data is marked as a Misc AP Invoice based on the user selecting this in the Kofax validation screen or automatically when the supplier has been assigned the 'Header only' attribute
Misc error checks
Header level checks are performed on invoice data.
Create invoice header
An invoice header is created with ingested invoice data
Prompt user to generate invoice lines and post invoice
The user is prompted to manually assign receipt lines to created invoice header and post the invoice.
Automatically mark as complete when a posted invoice is found.
Every time the scheduled task runs in Epicor, it checks if there is a posted invoice with the same Supplier and InvoiceNum as the dashboard data. If it finds one, it marks the dashboard record as complete.
AP invoice
Invoice data is marked as an AP Invoice by default.
Supplier error checks
Check if a valid PONum has been provided in the PDF invoice; if not, send an email to the supplier.
Supplier reminders
Send a reminder about this invoice error every x days; after x number of reminders, the issue is reassigned to the AP Team.
Buyer error checks
Check for PO-related errors to be sent to the Buyer; if found, send an email to the buyer.
Buyer reminders
Send a reminder about this PO error every x days; after x number of reminders, the issue is reassigned to the AP Team.
Final error checks
Perform final checks on invoice data.
Assign errors to AP Team
Assign the error to the AP team tab in the dashboard and send it to them via email.
Create invoice header
An invoice header is created with ingested invoice data
Matching algorithm
The system looks for a collection of receipt lines with the ingested PONum within the variance of the ingested invoice value.
Prompt user to create invoice lines and post invoice
The user is prompted to manually assign receipt lines to created invoice header and post the invoice.
Automatically mark as complete when a posted invoice is found.
Every time the scheduled task runs in Epicor, it checks if there is a posted invoice with the same Supplier and InvoiceNum as the dashboard data. If it finds one, it marks the dashboard record as complete.
Create invoice lines
Create invoice lines based on receipt lines found matching the ingested total.
Post invoice (optional)
Submit the invoice group for posting
Automatically mark as complete when a posted invoice is found.
Every time the scheduled task runs in Epicor, it checks if there is a posted invoice with the same Supplier and InvoiceNum as the dashboard data. If it finds one, it marks the dashboard record as complete.