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Automatic invoice for Operations

okay so for this next session we'll look at um actually how the processing of the actual invoices works so you will see here i'm in my pending invoice so you can find that in your accounts payable accounts payable and invoices pending vendor invoices and i have i've imported three vendor invoices so the way that we import these are using the data management framework so you would have set up the integration um whether you're receiving these electronic as electronic invoices maybe you have an ocr vendor an isv that you have um that's integrating with fno but simply these would all be coming in through your data management framework typically and using the entities available there so the entities that you would have to use in order for these to work are the let me just show you that very quickly um so here my data management if you look at the data and data entities and you look for a mandatory invoice [Music] so the three that you can use are the vendor invoice header and vendor invoice line combined right so um the automated um no the invoice automation does not work it's not set up for vendor invoice journals so it's only for the vendor invoices and therefore coming in at in your pending vendor invoice form so it's the vendor invoice header the vendor invoice line or simply the vendor invoice which is a compounded entity of the vendor invoice header and window invoice line so you can either use uh vendor invoice line together with vendor invoice header or the compounded vendor invoice entity okay so those are the three that you can use so i've done that i've imported those uh three invoices and you will see that and and actually right here i've set up it's 12 19 i've set up the if i look at my process automation here um i can see in my system that this one will run my vendor invoice matching will run at 12 20 so in a minute and the mats vendor invoice line with product receipt will will run in two minutes and and then two minutes later i will be running the submit vendor invoice to workflow so we'll see how that goes but just have a look let's have a look quickly at the vendor invoices that came in because the system so this system understands that these are the imported invoices that came in electronically through our entities and therefore you can see you don't have the ability to delete or or or even edit anything at this point so if i click on edit on on this invoice you would see a few different characteristics from your normal pending invoice and that is first of all you can see that the lead is is grayed out you have this automatic submit to workflow detail so you can see the automation it it will show the automatic automation status that it's included and and there's a toggle box here that says included in automated processing and here you can actually view the automation history so at this time you can see well i actually did pause it just to do a little change so you can see that's recorded but it starts with the import succeeded right so if you have an ocr vendor or something your invoices comes in and and that's the first message you get that the import or succeed um and at this time if you had to edit these actually what you need to do you have to take it out of the uh you have to take it out of the uh the automatic processing queue here you have to select this and now you'll be able to delete it you'll be able to edit it and then you would have to toggle it back on so i'm not going to do that right now because we are in the midst of those job being running so if i just go out here and see you can see if i go to the right here there's an automatic submit to workflow status it has not yet run and you can also see there's the automatic receivement status that one hasn't run either at this point so i'll just hit my refresh and see if still nothing has happened so i'll probably just pause this video until until these jobs have have been running yeah so a couple of minutes after here you can see i'm running and now these ones have completed one is still in weighted status and still none of them have been submitted to uh the workflow yet so you can see that and one has not run yet so we'll pause it for a little longer and see what's happening yep so at this point you can see two of them has been now completed in the receive match status and they have also been submitted to workflow right so since i have set up the workflow so it basically posts automatically all of them uh these ones should then soon disappear in my in my setting so so if i want to look at you can see i can look at the workflow history here and you can actually see now that the workflow so this is also a little bit new as you can see um there's uh a more limited um or or more concise view of the workflow history where you just get who submitted this i'm logged in as julia thunderbird so and it was submitted automatically by the admin user as you can see and the workflow was completed and the date of that so if you want to see the more detail and the more traditional view you can see you can go in and click on the workflow and that will take you to the uh to the to the full view of all the tasks that are using a lot of customers thought this was can be confusing there's a lot of information on here so it's a nice little feature now that we have created this more concise view of the of the workflow history right so um so those those two completed let me just try to refresh this screen again and see if they stay there or not and you can see [Music] some of these now disappeared and we still have let's see we still have this one that didn't complete so let's just take a look at it um okay i can probably see what this one you know this is trying to do three-way matching on a on a service item which is probably not gonna uh go well so um so that's why that one is in waiting states there but the other ones completed and hold them automatically posted so we should be able to let's just go on and find them here on module accounts payable um in one's history in matching detail let's go and look here so we should be able to you see the two uh invoices that was posted and posted there right so so that's it you can look at the matching details here if you wanted and and the two were were posted right so [Music] i think that concludes this demo of of the processing and the previous demo of the setup of the invoice automation just one last mention is that i don't have it set up here but if you're in your workspace for vendor invoice automation [Music] you can see there's two pending i now have one matching validation that was not successful so i can go look at that um let's just do that's very quickly so you can see this is the one that had the the service item so it's sitting there it's you can see it's waiting so it's gonna run a few times more right and and try to see if it uh if it goes through if changes have you know if if other product seed has come in so so it now succeed on the three-way matching and so on so it's gonna sit there and wait until it has run those 24 times that we have set it up in the parameters and and then we'll fail out after that so but what i wanted to also mention is you have these analytics all companies so i don't have anything set up here but there is an analytic workspace for the vendor invoice automation where you can get a lot of useful information on just statistics and analytics on on on your invoices for example how many invoices went through today that you didn't have to charge and all the exceptions and and errors and so on so a lot of good information there that you can start to use if you the the the analytical workspaces for the vendor invoice automation all right thank you