Discover a Duplicate Invoice Example for Purchasing to Streamline Your Processes

Duplicate invoice example for Purchasing

welcome today we will be taking you through the demonstration of duplicate invoice checkbot solution in this demo we will be extracting the information from scanned underlying documents into unreadable format extracted output will then be used by the body's input while performing the duplicate check with vendor ledger as a part of this solution bot will be executing below steps step 1 downloading of underlying documents from an email step 2 extraction of fields from the underlying documents into an excel using ocr step 3 downloading of inventor ledger report from sap step 4 performing the duplicate check on vendor ledger report step 5 generating the final report with absolute and potential entries before running the bot let's have a quick check if all the prerequisites are set as it can be seen all the folders are empty prior to running the bot let us execute the bot now as we can see at the bottom panel bot is running bot access the ibm notes and download all the documents in the hot folder the entire downloading process is running in the background as we can see bot has successfully downloaded all the underlying documents into a hot folder these documents will automatically gets processed in ocr tool abby flexi capture let's open project setup station 1 of the component of abi flexi capture to check if all the documents have been successfully imported as we can see currently the underlying documents are getting processed abby flexi capture is smart enough to classify and recognize the documents into different categories for now the underlying documents are the scanned invoices let's quickly look over the few of the invoices which have been processed already as it can be seen all the values from the invoices has been captured on the left-hand side of the panel on the right-hand side we have the invoice as we click on the block fields will be highlighted in the invoice for this process we are capturing vendor name invoice number invoice date invoice amount place of supply base amount cgst sgsd and integrated gst similarly details have been captured for other invoices also let's quickly look few more documents all the invoices are of different vendors in this process we have tried to cater multiple formats making sure that all the required fields present on the invoices are captured as we see all the details have been captured successfully from the invoices ocr will automatically export the processed batch into an excel sheet excel sheet will have all the details which were captured from an invoices bot can then use this excel sheet as an input to verify the information entered during the invoice booking in the vendor ledger it will then launch the sap application it will then enter valid user credentials to log in bot will then enter the valid tco to open appropriate screen from where vendor ledger report will be downloaded it will enter the details in the required parameters which needs to be filled for downloading the report it will enter the valid file name bot has completed the downloading part duplicate invoice bot will check all the entries in ledger and will mark the entries as an absolute or potential duplicate in an output report bot has now stopped let's look over the output report which has been generated duplicates entries are identified based on three conditions in condition one if two or more entries have same values in following four columns vendor code column invoice number column invoice date and invoice amount column they are marked as absolute duplicate for the first two entries marked as absolute duplicate based on condition one have same vendor code one zero two three four one same invoice number inv two one seven eight same invoice date 13 june 2016 and same invoice amount two one seven eight zero in the similar way in condition 2 if two or more entries have same values in following column vendor code column invoice date column and invoice amount column they are marked as potential duplicate as you can see highlighted entries marked as potential duplicate and condition 2 have the same vendor code 4 0025 same invoice date 24 july 2018 and same invoice amount double three two zero in condition three entries are marked as potential duplicate if they have same values in vendor code column and invoice number column for accurate results we remove the special characters from the invoice number column before we run the duplicate check on vendor ledger and same can be seen for the vendor code inv2178 in same way we can check and mark other entries also if needed this brings us to the end of the demo thank you for your time