Note: Not every customer has the checkbox, but it can be added if desired.

This card should automatically check whether the checkbox on the document has the same value as the condition on the card. Was the selected field checked (true) or not (false)

Purpose

This workflow card manages the execution of operations based on whether a task or document is assigned to a particular user or set of users. It employs conditional logic to either trigger or prevent specific actions, making it ideal for workflows that require user-specific handling.

Components of the Card

1. Operator

   • Description: Defines the logical condition to apply to the user assignment.

   • Options:

     • IS: Triggers the operation if the assigned user of the document or task matches any user in the specified list.

     • IS NOT: Triggers the operation if the assigned user of the document or task does not match any user in the specified list.

2. User List

   • Description: A list or selection of users to compare against the assigned user.

   • Detail: This list can include one or multiple users, allowing the card to handle both singular and multiple user conditions effectively. The selection can be made through checkboxes, a multi-select dropdown, or similar UI elements.

Functionality

• User Assignment Identification: Automatically identifies the user or users assigned to a particular task or document within the ERP system.

• Condition Evaluation:

  • Using the IS operator, the card checks if the assigned user is among those listed in the User List.

  • Using the IS NOT operator, the card ensures the assigned user is not among those listed.

• Action Execution:

  • True Condition: If the user assignment meets the condition (either IS or IS NOT), relevant actions are triggered, such as notifications, task initiations, approvals, or other workflow steps.

  • False Condition: If the condition is not met, the document or task may pass through different routing, or alternative actions may be specified.

User Interactions

• Setup and Configuration: Users configure the card by selecting an operator and specifying the relevant users from the User List. Setup should be user-friendly and intuitive to accommodate selections from potentially large user bases.

• Monitoring and Reporting: The ERP system should provide functionality to monitor and report on the operations triggered by this card, offering insights into assignment accuracy and process efficiency.

• Error Handling and Notifications: Users should have options to receive alerts or notifications if there are issues with the assignments, such as unassigned tasks or errors in user selection.

Conclusion

The "Assigned User Condition" workflow card is a critical tool for managing document and task workflows that depend on user assignments. By allowing conditions based on whether a task or document is assigned to specific users, it ensures that workflows are only triggered by appropriate user interactions, enhancing both accountability and task alignment within teams. Clearly documenting this card will help users understand its significance and integrate it effectively into their workflows, ensuring smooth and efficient operations tailored to user roles and responsibilities.

Purpose

This workflow card is designed to automate actions based on the state (checked or unchecked) of a checkbox within your ERP system. By evaluating the checkbox's condition, it facilitates the triggering of specific processes or the enforcement of certain rules within the application.

Components of the Card

1. Field Name

   • Description: Specifies the name of the checkbox field that will be evaluated.

   • Detail: This should match the exact field label or identifier used in the system. It determines which checkbox's state is being monitored.

2. Boolean

   • Description: Defines the condition that triggers the workflow.

   • Options:

     • True: The workflow triggers if the checkbox is checked.

     • False: The workflow triggers if the checkbox is unchecked.

Functionality

• State Detection: The card continuously monitors the state of the specified checkbox field.

• Condition Evaluation:

  • The system checks whether the checkbox is in the state (checked or unchecked) specified by the Boolean condition.

• Action Execution:

  • True Condition: If the checkbox’s state matches the specified Boolean condition (either true for checked or false for unchecked), the system initiates the associated actions. These could include enabling or disabling form fields, triggering notifications, starting workflows, or updating records.

  • False Condition: If the checkbox’s state does not match the condition, alternative or no actions may be taken, depending on the workflow setup.

User Interactions

• Setup and Configuration: Users configure the card by selecting the checkbox field from a list of available fields and setting the Boolean condition. This setup process should be intuitive, typically involving a simple dropdown menu for field selection and a toggle for the Boolean condition.

• Monitoring and Reporting: Provides functionalities for users to monitor the status of this condition, possibly through a dashboard that shows real-time updates on which conditions are active or triggered.

• Error Handling and Notifications: Ensures that users are notified if there are any discrepancies or errors in the condition checking process, such as system failures to read the checkbox state.

Conclusion

The "Checkbox Field Condition" workflow card is a fundamental tool for managing dynamic forms and documents within an ERP system, where user inputs can dictate subsequent data processes. By automating actions based on the state of a checkbox, this card enhances workflow efficiency and ensures that system behaviors align with user inputs. Clear documentation of this card will help users effectively implement it within their operations, allowing for better control over form behaviors and process automations.

Silnik Workflow DocBits: Uproszczenie Automatyzacji Procesów

Wprowadzenie

W dziedzinie automatyzacji procesów silnik Workflow DocBits wyróżnia się prostym i intuicyjnym podejściem. Ten silnik ułatwia tworzenie i zarządzanie przepływami pracy poprzez klarowną i prostą strukturę opartą na regułach. Podstawową zasadą przyświecającą jego projektowaniu jest reguła "Łatwe Kiedy-I-Wtedy", która rozkłada proces automatyzacji na trzy podstawowe składniki: Wyzwalacz, Warunek i Akcja. Niniejszy przewodnik wyjaśnia, jak każdy z tych składników funkcjonuje w systemie i jak współpracują, aby ułatwić bezproblemową automatyzację.

Wyjaśnienie Reguły "Łatwe Kiedy-I-Wtedy"

Silnik Workflow DocBits działa na podstawowej, ale potężnej zasadzie, która sprawia, że automatyzacja przepływów pracy jest dostępna dla użytkowników o różnym poziomie umiejętności. Ta zasada jest zawarta w regule "Łatwe Kiedy-I-Wtedy", która może być rozłożona następująco:

Kiedy (Wyzwalacz)

• Definicja: Składnik "Kiedy" reprezentuje Wyzwalacz przepływu pracy. Jest to zdarzenie lub warunek, które inicjuje wykonanie przepływu pracy. Wyzwalacze mogą przyjmować różne formy, takie jak nadejście nowej wiadomości e-mail, określona data i godzina lub utworzenie nowego dokumentu.

• Przykład: "Kiedy zostanie przesłany nowy formularz klienta..."

I (Warunek)

• Definicja: Składnik "I" wprowadza Warunek, który musi zostać spełniony, aby akcja mogła być kontynuowana. Warunki pełnią rolę filtrów lub kryteriów, które precyzują wyzwalacz, zapewniając, że przepływ pracy jest wykonywany tylko w określonych okolicznościach.

• Przykład: "...i klient należy do segmentu 'Enterprise'..."

Wtedy (Akcja)

• Definicja: Na koniec, część "Wtedy" określa Akcję, która ma zostać podjęta, gdy wystąpi wyzwalacz i zostanie spełniony warunek. Akcje to zadania lub operacje wykonywane przez przepływ pracy, takie jak wysłanie e-maila, aktualizacja bazy danych lub utworzenie zadania w narzędziu do zarządzania projektem.

• Przykład: "...następnie przypisz prowadzenie zespołowi sprzedaży dla przedsiębiorstw i wyślij wiadomość powitalną."

Łączenie Składników dla Potężnych Automatyzacji

Poprzez łączenie tych trzech składników – Wyzwalacza, Warunku i Akcji – silnik Workflow DocBits pozwala użytkownikom tworzyć bardzo spersonalizowane i wydajne przepływy pracy. To modułowe podejście nie tylko upraszcza proces konfigurowania automatyzacji, ale także oferuje elastyczność w tworzeniu złożonych przepływów pracy zdolnych do obsługi szerokiego zakresu zadań i procesów.

Podsumowanie

Reguła "Łatwe Kiedy-I-Wtedy" silnika Workflow DocBits doskonale ilustruje zaangażowanie silnika w dostarczanie przyjaznej dla użytkownika platformy do automatyzacji procesów. Ta klarowna reguła, poprzez rozłożenie automatyzacji na istotne elementy: Wyzwalacz, Warunek i Akcja, ułatwia użytkownikom koncepcję, tworzenie i zarządzanie przepływami pracy. Bez względu na to, czy jesteś nowicjuszem w automatyzacji przepływów pracy, czy doświadczonym profesjonalistą, silnik Workflow DocBits oferuje wydajne i dostępne narzędzie do zwiększania produktywności i usprawniania operacji.

Understanding "And" Cards

Purpose of 'And' Cards:

• And cards serve as condition cards that specify criteria that must be met for the workflow to continue. They effectively act as logical "AND" operators, meaning all conditions specified in these cards must be satisfied for the subsequent action to be triggered.

Categories of 'And' Cards

From the screenshots, it's clear that these cards cover a wide range of conditions, which include:

• Compare with Purchase Order:

  • Conditions related to validation and comparison against purchase orders, such as comparing delivery dates, unit prices, or quantity differences. These are crucial for ensuring that transactions align with agreed terms.

• Document Field:

  • These involve conditions based on specific fields within documents, such as checkboxes being marked, comparison of field values, or ensuring a document field meets a specified tolerance. This is particularly important for data integrity and automated checks within forms or document management systems.

• Document:

  • Conditions based on document characteristics, such as type or association with a particular sub-organization. These conditions can direct workflows based on document categorization or departmental involvement.

• Logic:

  • Logical conditions that might involve evaluations like "Continue with a chance of X%" or executing HTTPS requests, which are vital for integrations and probabilistic decision-making within workflows.

• Status:

  • Focusing on the status of documents or tasks, these conditions ensure that only items in certain states trigger specific workflows, crucial for status-driven process management.

• Table:

  • These involve conditions based on table data, such as matching regex patterns or comparing values within a table. Such conditions are essential for validating and manipulating large data sets.

• Assignee:

  • Conditions based on task or document assignees. This ensures that actions are only taken when certain users are involved, enhancing accountability and task specificity.

Practical Application

These "And" cards are configured within the workflow to perform checks and validations that ensure the process adheres strictly to business rules and data integrity standards. For example:

• A workflow might use an 'And' card to verify that an invoice's total amount matches the purchase order before triggering payment.

• Another workflow could use an 'And' card to ensure a document is reviewed by specific team members before it progresses to the next stage.

Conclusion

"And" cards are a fundamental component of workflow systems that require precise control over process execution based on multiple conditions. They ensure that each step of a workflow only proceeds when all necessary criteria are thoroughly met, thus automating complex decision trees within business processes.

Understanding and configuring these cards correctly is crucial for leveraging the full capabilities of your workflow management system to enhance efficiency, accuracy, and compliance within organizational processes.

Overview of "Then..." Action Cards

1. Document Field Actions:

• Invert Checkbox: This action toggles the state of a checkbox field in a document.

• Set Checkbox: This sets the state of a checkbox field to either true (checked) or false (unchecked).

• Set Field to Text: This action sets a specified document field to a given text value.

2. Document Actions:

• Approve the Document: Marks a document as approved within the system.

• Start Export: Initiates the export process for a document.

• Reject the Document: Marks a document as rejected.

3. Status Actions:

• Change Status: Changes the status of a document or task to a specified new status.

4. Task Actions:

• Assignments and notifications:

  • Assign Task: Creates and assigns a task with specific details to an individual or group, including options to notify them via email.

  • Create a New Task: Similar to assign but focused on setting up a completely new task within the system.

5. Table Actions:

• Calculate in Table: Performs calculations on table data based on specified conditions and stores the results in a designated column.

• Change Entries: Updates entries in a table based on specified conditions.

6. Assignee Actions:

• Assign User from Field: Assigns a user to a task or document based on user data stored in a specific field, with an option for a fallback user if the primary is unavailable.

• Assign Document to User or Group: Directly assigns a document to a user or group, ensuring responsibility is designated appropriately.

7. External Interaction Actions:

• Call API: Sends a request to an external API, which can be customized with specific methods, parameters, and data.

• Send HTTPS Request: Similar to API calls but specifically formatted for HTTPS protocols.

8. Advanced Processing:

• Run Workflow: Triggers another workflow within the system, allowing for complex process chaining.

Practical Application

These action cards are used to automate responses based on specific triggers identified in the earlier parts of the workflow setup. For instance:

• If a document is identified as needing review, the "Approve the Document" action can be automatically triggered once it passes all specified conditions.

• For data management tasks, "Set Checkbox" or "Set Field to Text" actions ensure that document fields are updated automatically, reducing manual data entry and the potential for errors.

• Complex tasks like API interactions or status changes streamline interactions not only within the ERP system but also with external services and tools, enhancing integration and functionality.

Conclusion

The "Then..." section in your workflow system provides robust tools for defining precise actions that should occur as a result of conditions being met in the workflow. By effectively using these actions, businesses can automate routine processes, ensure data accuracy, and respond dynamically to changing information and system states. Understanding how to configure and utilize these actions is key to maximizing the efficiency and effectiveness of your ERP system's workflow capabilities.

This Card is intended to compare whether the selected fields in a document are equal/not equal, greater than... or less than... .

Compare two fields with tolerance

This card should automatically compare whether the fields, for example between net amount and gross amount, are within the specified tolerance. For example, you then enter the percentage of the VAT in the tolerance amount and enter percent in the tolerance type. The workflow can check whether the amount is correct.

Tolerance type: percent or value

Purpose: This Docbits card is designed to streamline the verification process of invoices by comparing the total calculated price from the invoice against the corresponding purchase order.

Functionality:

• Combined Price of Quantity Difference: The card calculates the total price by multiplying the quantity of each item listed on the invoice by the price per unit and then subtracts this total from the amount listed on the related purchase order.

• Operator Value: Users can set conditions to determine how the calculated total price difference should be compared to the purchase order amount. The following operators are available:

• • Equals (=): Checks if the total invoice amount is exactly the same as the purchase order amount.

  • Not Equal (≠): Verifies that the total invoice amount differs from the purchase order amount.

  • Greater Than (>): Ensures the invoice amount is greater than the purchase order amount.

  • Less Than (<): Confirms the invoice amount is less than the purchase order amount.

Usage: This card is particularly useful for ERP Managers and financial accountants who need to automate and error-proof the reconciliation of invoices against purchase orders, ensuring financial accuracy and preventing overpayments or underpayments.

Example Scenario:

• An invoice lists a total of 100 units of a product at $50 per unit, totaling $5000. The related purchase order authorized a purchase of $4500. Using the "Greater Than" operator, the card identifies and flags the discrepancy for review.

By using the "Compare with Purchase Order" card, users can automatically ensure that payments are consistent with purchase agreements, saving time and reducing human error in financial processing.

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This card can check whether, for example, the total amount in a document corresponds to the specified value - equal/not equal, larger or smaller.

Purpose: This Docbits card is designed to ensure that the confirmed delivery dates on invoices or shipping documents align with the accepted delivery dates as stipulated in the master data lookup table. It helps manage expectations and adherence to scheduled deliveries within the supply chain.

Functionality:

• Confirmed Delivery Date: This component of the card captures the delivery date as confirmed on the invoice or shipping documentation.

• Master Data Table Lookup: The card references a master data lookup table specified by the user (identified by the <Master Data Table> parameter). This table contains the accepted delivery dates for comparison.

• Operator Value: Users can specify how the confirmed delivery date should compare to the accepted delivery date from the master data table. Available operators include:

• • Equals (=): Ensures that the confirmed delivery date is the same as the accepted delivery date.

  • Not Equal (≠): Indicates a discrepancy between the confirmed and accepted delivery dates.

  • Before (<): Verifies that the confirmed delivery date is earlier than the accepted delivery date.

  • After (>): Checks if the confirmed delivery date is later than the accepted delivery date.

Usage: This card is invaluable for ERP Managers and financial accountants who need to monitor and ensure compliance with delivery schedules. It is particularly useful in sectors where timely delivery is critical, such as manufacturing, retail, and distribution.

Example Scenario:

• An invoice lists a confirmed delivery date of June 10th. The master data table, however, shows an accepted delivery date of June 15th. Setting the operator to "Before," the card confirms that the goods are scheduled for early delivery, allowing logistics planning to adjust accordingly.

By implementing the "Compare with Purchase Order: Confirmed vs. Accepted Delivery Dates" card, organizations can proactively manage their supply chain, ensuring that deliveries are planned and executed in accordance with agreed-upon timelines, thus enhancing operational efficiency and customer satisfaction.

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Purpose

This workflow card is designed to automatically compare the values of two specified fields within a document based on a defined operator. It's used to enforce data integrity and ensure that document data conforms to business rules or conditions.

Components of the Card

1. Field Names

   • Description: Specifies the names of the two fields within the document that will be compared.

   • Detail: Users must input the exact names of the fields as they appear in the system. These fields can be any data type that supports comparison, such as numeric, date, or text fields.

2. Operator

   • Description: The comparison operator used to evaluate the relationship between the values of the two fields.

   • Options:

     • Equal (==): Checks if the value of the first field is equal to the value of the second field.

     • Not Equal (!=): Checks if the value of the first field is not equal to the value of the second field.

     • Greater Than (>): Checks if the value of the first field is greater than the value of the second field.

     • Greater Than or Equal (>=): Checks if the value of the first field is greater than or equal to the value of the second field.

     • Less Than (<): Checks if the value of the first field is less than the value of the second field.

     • Less Than or Equal (<=): Checks if the value of the first field is less than or equal to the value of the second field.

Functionality

• Field Selection: Users input or select the names of the two fields to be compared. This is typically done through a form or a dropdown menu within the card setup.

• Operator Selection: Users choose an operator from a list of available options that define how the fields should be compared.

• Comparison Execution:

  • The system reads the values from the specified fields and applies the selected operator to evaluate the relationship between them.

  • Based on the result of the comparison (true or false), subsequent actions may be triggered. For example, if a comparison fails, the system might flag the document for review, block further processing, or notify responsible parties.

User Interactions

• Setup and Configuration: Users configure the comparison by entering field names and selecting an operator. This setup should be straightforward and guided, possibly with help text or examples.

• Monitoring and Reporting: The system can provide feedback on the results of comparisons, such as logging all comparisons made, their outcomes, and any actions taken in response to the comparison results.

• Error Handling and Notifications: Users receive alerts if the comparison cannot be executed (e.g., if one of the fields is not found in the document or is not in a comparable format).

Conclusion

The "Document Field Comparison" workflow card is vital for maintaining data accuracy and consistency across documents in an ERP system. It helps automate checks that would otherwise be manual, error-prone, and time-consuming, enhancing efficiency and reliability in document processing. Documenting this card clearly in your ERP system's manual will assist users in effectively employing this feature, ensuring that data across documents remains consistent and in accordance with business rules.

Purpose

This workflow card facilitates operations based on the assignment of a task or document to a single, specific user. Using a direct conditional logic approach, it manages workflows that require targeted user engagement, ensuring precision in user-based task handling.

Components of the Card

1. Operator

   • Description: Specifies the logic to apply to the user assignment.

   • Options:

     • IS: Triggers the operation if the assigned user of the document or task matches the specified user.

     • IS NOT: Triggers the operation if the assigned user does not match the specified user.

2. User

   • Description: Allows selection of a single user against whom the assigned user will be compared.

   • Detail: This involves a simple dropdown or autocomplete field where one user can be selected at a time.

Functionality

• User Assignment Identification: Identifies the user currently assigned to a specific task or document.

• Condition Evaluation:

  • For the IS operator, the card checks if the assigned user is the same as the user selected.

  • For the IS NOT operator, it verifies that the assigned user is different from the selected user.

• Action Execution:

  • True Condition: If the assignment meets the set condition (IS or IS NOT), it triggers predefined actions, which could include moving forward with approvals, initiating further tasks, sending notifications, or other related workflows.

  • False Condition: If the condition fails, the system can reroute the task, hold it for review, or trigger alternative predefined actions.

User Interactions

• Setup and Configuration: Users set up the card by choosing an operator and selecting a user from the user field. This setup should be straightforward, ensuring easy user selection and configuration.

• Monitoring and Reporting: Offers tools for monitoring the card’s performance, such as tracking which tasks are triggered by specific user assignments and the outcomes of these triggers.

• Error Handling and Notifications: Provides mechanisms to alert users if tasks are incorrectly assigned or if operational errors occur due to assignment issues.

Conclusion

The "Single Assigned User Condition" workflow card is essential for precise, user-specific document and task management within an ERP system. It simplifies workflows by focusing on individual user assignments, thus ensuring that actions are only executed when appropriate, based on the user's role and responsibilities. Documenting this card clearly will assist users in understanding its application, allowing them to implement and manage it effectively within their daily operations. This documentation ensures that all potential users can easily grasp the card's purpose and integrate it seamlessly into their workflows.

Purpose

This Docbits card allows detailed comparison, comparing the supplier of the invoice and that of the order confirmation. It should be ensured that the supplier who issued the invoice is the same as the one in the order confirmation.

Functionality:

• Supplier on Invoice Supplier on Purchase Order: This card checks whether the supplier in the invoice is the same as in the order confirmation or not.

• Operator Value: Users can set specific conditions such as: Is the supplier who issued the invoice the same as in the PO or not. Available operators include:

  • Equals (=): Checks whether the supplier in the invoice matches the supplier in the order confirmation.

  • Not Equal (≠): Ensures that the supplier who issued the invoice is the same as in the order confirmation.

Usage: This Card is helpful to ensure the entire process is handled with the same supplier and everything fits together. This ensures that if there are discrepancies, attention is drawn to checking these discrepancies and not paying the invoice to an incorrect supplier who has nothing to do with the order and order confirmation.

Example Scenario:

• An order is placed, then the order confirmation comes and then the invoice is issued. The entire ordering process is carried out with one supplier. If this is not the case, the card can immediately determine that there are discrepancies between the suppliers and thus ensures that no incorrect payments are made and that the invoice is only made with the supplier who was also involved in the entire process.

By using the “Supplier on Invoice … Supplier on Purchase Order” card, companies can automate the verification of suppliers who issue invoices and the associated order confirmations.

Compare with Purchase Order:

In Order Confirmation Purchase Order

Logic Card: Quantity or Unit Price or Discount Match

This logic card is designed to automatically verify that the quantity, unit price, or discount detailed in an order confirmation matches the corresponding figures in the purchase order. This verification ensures consistency and accuracy between what was ordered and what the supplier confirms to deliver.

Trigger Condition

The logic is activated when any of the following conditions are met in an order confirmation relative to the original purchase order:

• Quantity: The quantity of items ordered matches the quantity confirmed by the supplier.

• Unit Price: The price per item agreed upon matches the supplier's confirmation.

• Discount: Any discounts applied are consistent between the purchase order and the order confirmation.

Outcomes

• Equals: If the order confirmation's quantity, unit price, or discount exactly matches the purchase order, the system considers the confirmation as valid and proceeds with the next steps in the procurement process.

• Not Equal: If there's a discrepancy in the quantity, unit price, or discount, the system flags the order confirmation for manual review. This ensures any mismatches are resolved before moving forward.

Benefits

• Accuracy and Consistency: Maintains accuracy in the procurement process, ensuring that payments and deliveries are made based on correct figures.

• Efficiency: Automates the verification process, reducing the need for manual checks and speeding up order processing.

• Cost Control: Helps prevent overpayments or incorrect deliveries by catching discrepancies early in the process.

1. Define Comparison Parameters: Set up the specific fields (quantity, unit price, discount) that the logic card will check for a match.

2. Automate Verification: Configure the system to automatically compare these details upon receipt of an order confirmation.

3. Customize Alerts: Decide on the workflow for handling discrepancies, including customization of alerts for manual review.

This logic card is vital for ensuring that the details of an order confirmation align with the original purchase order, safeguarding the integrity of the procurement cycle. ``

Purpose

This workflow card is tailored to manage operations on documents based on a single, specified document status. By simplifying the condition to one status, the card is focused on very specific workflow triggers, making it ideal for targeted document processing activities within an ERP system.

Components of the Card

1. Operator

   • Description: Specifies the method for evaluating the document’s status against the selected condition.

   • Options:

     • is: Triggers the operation if the document's current status matches the selected status.

     • is not: Triggers the operation if the document's current status does not match the selected status.

2. Status

   • Description: Allows the selection of a single document status to set the condition.

   • Examples of Statuses: "Error", "Export Error", "Ready in Validation", "Ready in Review", "Pending Approval", "Pending Second Approval".

   • Detail: Users choose one status from a dropdown or a set of radio buttons. This status then serves as the criterion for the card’s operation.

Functionality

• Document Status Identification: Identifies the current status of a document as it is processed through the ERP system.

• Condition Evaluation:

  • Based on the operator selected (is or is not), the card checks whether the document's current status aligns with the chosen status criterion.

• Action Execution:

  • True Condition: If the status matches (or does not match, based on the operator), the corresponding action is initiated. This could be routing for further processing, notification generation, or other predefined workflows.

  • False Condition: If the condition is not met, no action is taken, or an alternate pathway is triggered.

• Integration with Other Workflows: Even though it's designed for single-status evaluation, this card can be effectively integrated into broader workflow sequences to ensure precise document handling.

User Interactions

• Setup and Configuration: Users set up the card by selecting an operator and then choosing one status from the available options. This selection process is straightforward and designed to prevent confusion.

• Monitoring and Reporting: Enables monitoring through system-generated reports or dashboards that track the processing of documents based on their status, helping to oversee the effectiveness of the implemented workflows.

• Error Handling and Notifications: Configurable to alert users to any processing anomalies or to flag documents that do not meet the set conditions, ensuring prompt attention and resolution.

Conclusion

The "Single Document Status Condition" workflow card simplifies document management by focusing on individual status conditions. This specification helps in cases where precise control over document flows is necessary, especially in environments with stringent processing criteria. Documenting this version of the card clearly will ensure that users fully understand its application and can effectively integrate it within their daily operations, enhancing both compliance and efficiency in document processing.

Purpose

This card is designed to manage actions on documents contingent upon their type, employing simple conditional logic (is/is not) to either trigger or prevent specific workflows. This enables precise control over how different types of documents are processed within the ERP system.

Components of the Card

1. Operator

   • Description: Determines the conditional logic applied to the document types.

   • Options:

     • is: The operation will trigger if the document's type matches one of the specified types in the list.

     • is not: The operation will trigger if the document's type does not match any of the types listed.

2. Document Types List

   • Description: Specifies a list of document types to which the condition will apply.

   • Detail: This can include a variety of document types such as "Invoice", "Purchase Order", "Contract", "Employee Record", etc., based on which the condition (is/is not) will be evaluated.

Functionality

• Document Identification: The system first identifies the type of each incoming or existing document based on predefined attributes or metadata.

• Condition Evaluation:

  • If the operator is is, the card checks if the document type is in the provided list.

  • If the operator is is not, the card checks if the document type is not in the list.

• Action Triggering: Depending on the result of the condition evaluation:

  • True: Initiates the associated operations or workflows if the condition is met.

  • False: The process is bypassed or an alternative operation is triggered if the condition is not met.

• Integration and Automation: Seamlessly integrates with other system components, ensuring that document handling is automated and adheres to organizational workflows and policies.

User Interactions

• Configuration: Users must specify the operator and list the document types when setting up the card. This setup may include interface elements like dropdowns or checkboxes to select document types and operators.

• Monitoring and Adjustments: Users can monitor the outcomes and effectiveness of this card through logs and reports generated by the ERP system. Adjustments can be made to the list or the operator based on evolving business needs.

• Error Handling and Feedback: Provides feedback mechanisms for errors encountered during operation. Users can set up alerts for when conditions fail, ensuring prompt attention to issues.

Conclusion

The "Document Type Condition" workflow card plays a crucial role in managing document-based operations with precision and flexibility. By using simple conditional logic, it helps ensure that documents are processed appropriately, enhancing efficiency and compliance. Documenting this card clearly will help users understand how to implement and utilize it effectively, making it a valuable part of your ERP system's documentation.

Purpose

This card is designed to control workflow actions based on the current status of a document, using conditional logic to either trigger or restrict certain processes. It ensures that documents only proceed through workflows when they meet predefined status criteria.

Components of the Card

1. Operator

   • Description: Determines how the document status will be evaluated against a specified condition.

   • Options:

     • is: Triggers the associated actions if the document’s current status matches one of the specified statuses.

     • is not: Triggers the actions if the document’s status does not match any of the specified statuses.

2. Status ( List )

   • Description: Lists the specific statuses against which the document’s current status will be compared.

   • Examples: "Error", "Export Error", "Ready in Validation", "Ready in Review", "Pending Approval", "Pending Second Approval". These represent different stages or conditions a document might be in within a workflow process.

Functionality

• Status Identification: Automatically identifies the current status of a document as it moves through the ERP system’s workflow.

• Condition Evaluation: Applies the chosen operator (is or is not) to the document’s status in comparison to the listed statuses:

  • If is, it checks whether the document’s status matches any status in the list.

  • If is not, it checks whether the document’s status does not appear in the list.

• Action Execution: Depending on the outcome of the condition evaluation:

  • True: Executes predefined actions or workflows if the condition is met.

  • False: Skips or triggers alternative workflows if the condition is not met.

• Workflow Integration: Integrates seamlessly with other workflow components, ensuring that document handling is coordinated across the system.

User Interactions

• Setup and Configuration: Users configure the card by selecting the operator and specifying the relevant statuses. This setup may involve simple dropdown menus or checkboxes for selecting statuses and operators.

• Monitoring and Management: Users can track the card’s activity via a dashboard, which provides insights into the status conditions being monitored and the actions being taken based on those conditions.

• Error Handling and Alerts: Supports setting up alerts for process failures or mismatches in expected document statuses, enabling quick responses to operational issues.

Conclusion

The "Document Status Condition" workflow card is vital for ensuring that documents are processed correctly according to their current status, enhancing control and efficiency within the ERP system. Clearly documenting this card in the system's manual will help users effectively implement and manage it, leveraging its functionality to maintain smooth and compliant document workflows. This card is particularly useful in managing document lifecycles and ensuring that only documents meeting specific criteria advance to subsequent stages of business processes.

Zrozumienie sekcji "Kiedy" w Konfiguracjach Przepływu Pracy

Cel sekcji "Kiedy"

• Sekcja "Kiedy" w konfiguracji przepływu pracy definiuje warunki wyzwalające określoną akcję w przepływie pracy. Warunki te opierają się na określonych kryteriach dotyczących atrybutów dokumentu lub aktywności użytkownika w systemie ERP.

Jak to działa

• W interfejsie "Kiedy" wydaje się być punktem wyjścia, w którym użytkownicy mogą wybrać różne karty wyzwalaczy. Każda karta określa warunki, na podstawie których następne akcje (zdefiniowane w innej sekcji konfiguracji przepływu pracy, najprawdopodobniej oznaczonej jako "Akcja") zostaną wykonane.

Karty Warunków Typu Dokumentu

• Karty wyświetlone na zrzucie ekranu są wariantami warunków "Typ Dokumentu", które służą do wyzwalania przepływów pracy na podstawie typu przetwarzanego dokumentu. Oto analiza każdej karty warunków typu:

• Typ dokumentu (Operator) jeden z (Typ): Ta karta wyzwalająca akcję, gdy typ dokumentu pasuje do jednego z określonych typów na liście. Operator może zawierać opcje takie jak "jest" lub "nie jest", pozwalając na warunki włączające lub wyłączające.

• Typ dokumentu (Operator) (Typ): Ten prostszy wariant wyzwalacz działa na podstawie pojedynczego warunku typu dokumentu. Zazwyczaj sprawdza, czy typ dokumentu "jest" lub "nie jest" określonym typem, bez możliwości wyboru spośród wielu typów.

Konfiguracja Karty Wyzwalacza "Kiedy"

1. Wybór Typu Warunku: Użytkownicy rozpoczynają od wybrania typu warunku, który jest istotny dla przepływu pracy, który chcą zautomatyzować. W tym przypadku skupiamy się na typach dokumentów.

2. Określenie Operatora: Użytkownicy muszą zdecydować o operatorze logicznym, takim jak "jest" lub "nie jest", który stanowi podstawę porównywania rzeczywistych typów dokumentów z zdefiniowanymi warunkami.

3. Określenie Typów Dokumentów: W zależności od karty, użytkownicy mogą wybrać jeden lub wiele typów dokumentów, które wywołają przepływ pracy, gdy dokumenty tych typów zostaną przetworzone.

4. Finalizacja Wyzwalacza: Po skonfigurowaniu warunku staje się on podstawą do wyzwalania określonych akcji zdefiniowanych w przepływie pracy. Jeśli dokument spełnia ustawiony warunek, zdefiniowane akcje zostaną automatycznie uruchomione.

Praktyczne Zastosowanie

W praktyce te karty wyzwalaczy są kluczowe do automatyzacji procesów, takich jak zatwierdzanie, powiadomienia lub dowolna procedura zależna od typu dokumentu. Na przykład, jeśli typ dokumentu "jest" "Fakturą" i spełnia warunki ustawione na karcie "Kiedy", przepływ pracy może automatycznie przekierować dokument do przetwarzania płatności.

Ta konfiguracja zapewnia, że przepływy pracy są nie tylko wydajne, ale także dostosowane do konkretnych potrzeb operacyjnych organizacji, zmniejszając ręczne nadzorowanie i przyspieszając procesy obsługi dokumentów.

Podsumowując, część "Kiedy" w konfiguracji przepływu pracy służy do ustawiania sceny dla automatycznych działań na podstawie określonych, wstępnie zdefiniowanych warunków. Jest to potężne narzędzie zapewniające, że system ERP reaguje dynamicznie na potrzeby biznesu, poprawiając zarówno produktywność, jak i dokładność zarządzania dokumentami.

This card is supposed to automatically check whether the text you are looking for is contained in the field in a document or not. If the entered text is not found, there are other options as to how to continue with the document. (“Then” workflow cards)

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Purpose: This Docbits card facilitates the detailed comparison of unit prices on invoices against those specified in the corresponding purchase orders. It enhances accuracy in financial reporting by ensuring adherence to agreed pricing.

Functionality:

• Unit Price Combined with Fields: This card calculates the total amount for a specific item by combining the unit price with additional specified fields from the invoice. The combined total is then compared against the purchase order's recorded unit price for that item.

• Operator Value: Users can set specific conditions for how the invoice's combined unit price should be compared to the purchase order's unit price. Available operators include:

• • Equals (=): Verifies that the combined invoice price matches the price on the purchase order.

  • Not Equal (≠): Ensures the combined invoice price does not match the price on the purchase order.

  • Greater Than (>): Checks if the combined invoice price exceeds the price on the purchase order.

  • Less Than (<): Confirms the combined invoice price is below the price on the purchase order.

Usage: This card is particularly valuable for ERP Managers and financial accountants tasked with maintaining stringent control over purchasing and payment processes. It ensures that invoiced prices conform to those agreed upon in purchase orders, thereby mitigating financial discrepancies.

Example Scenario:

• An invoice presents a unit price of $50 for a product. The "field name" specified includes an additional handling fee of $5 per unit. When combined, the total per unit amounts to $55. Using the "Equals" operator with a value set to $55, the card verifies that the invoiced price aligns with the purchase order, ensuring agreement compliance.

By deploying the "Compare with Purchase Order: Unit Price Combined" card, businesses can automate the verification of pricing accuracy against purchase orders, streamlining financial operations and safeguarding against overcharges.

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When Cards: Document type

A workflow can be started with these two cards. Here you can decide with which document type the workflow begins or whether it should not affect selected document types.

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This card can also be used to specify multiple document types that the workflow should affect.

Purpose

This workflow card is specifically designed to perform predefined operations on documents categorized by type. It streamlines the handling of various document forms within an ERP system, ensuring that each type is processed according to its unique requirements and organizational policies.

Components of the Card

1. Operator

   • Description: Specifies the action to be executed on the document.

   • Examples: Common operations include "Validate", "Store", "Process", "Send", etc. Each operator defines a set of tasks that the system automates based on the document type.

2. Document Type

   • Description: Identifies the category of the document to which the operation will apply.

   • Detail: Types could include invoices, purchase orders, contracts, employee records, etc. Each type has specific rules and workflows associated with it.

Functionality

• Document Classification: Automatically identifies and classifies documents as they enter the ERP system based on their metadata, content, or other identifiers.

• Operation Execution: Executes the specified operation for documents of the identified type. This execution could involve:

  • Validate: Checking the document for completeness, correctness, and compliance with standards.

  • Store: Saving the document in the designated repository with proper indexing.

  • Process: Applying business logic to the document, such as calculating totals on an invoice or updating database records.

  • Send: Distributing the document to other business units or external partners based on workflow requirements.

• Compliance and Security: Ensures that all operations adhere to regulatory compliance and security protocols specific to the document type.

• Automation and Integration: Seamlessly integrates with other workflows in the ERP system, facilitating automated transitions between different operational stages.

User Interactions

• Setup and Configuration: Users configure the card by defining both the operator and the document type. Additional parameters might be set depending on the complexity of the operation.

• Monitoring and Reporting: Users can monitor the operations applied to various document types through a dashboard that provides real-time status updates, logs, and reports.

• Error Handling and Overrides: Provides mechanisms for handling errors or exceptions during operation execution. Users can intervene manually if necessary, adjusting processes or rerouting documents.

Conclusion

The "Document Type Operation" workflow card is a vital component for managing document-based processes within an ERP system efficiently. It automates routine tasks, reduces errors, and ensures consistency across similar types of documents, thereby enhancing overall productivity and compliance. Documenting this card effectively in your system's manual will assist users in understanding its functionality and how to leverage it to optimize document management processes in their daily operations. If there are additional specific details or examples that need to be included based on your ERP system's capabilities or industry-specific needs, those should be tailored accordingly.

Purpose

This workflow card is designed to perform specific operations on documents that are associated with a particular sub-organization or department within a company. It ensures that document processing adheres to the policies and requirements specific to different segments of the organization.

Components of the Card

1. Operator

   • Description: Defines the action or set of actions to be performed on the document.

   • Examples: This could include operators like "Review", "Approve", "Archive", "Distribute", or any other custom operation relevant to document management within the organization.

2. Sub-Organization

   • Description: Specifies the part of the organization or department for which the document operation is relevant.

   • Detail: This could be any designated area of the company, such as Human Resources, Finance, Marketing, etc., or smaller, specialized teams within these broader categories.

Functionality

• Document Identification: The card first identifies the document(s) that need to be processed. This identification could be based on document type, source, date, or any other metadata.

• Operation Execution: Based on the specified operator, the card executes the designated operation. This could be:

  • Review: Sending the document to the appropriate personnel or department for review.

  • Approve: Routing the document for necessary approvals within the sub-organization.

  • Archive: Moving the document to an archival system designed to store records as per organizational policies.

  • Distribute: Disseminating the document internally within the sub-organization or externally if required.

• Compliance Checks: The card checks that all operations comply with the internal policies and legal requirements applicable to the specific sub-organization.

• Feedback and Logging: Post-operation, the card provides feedback on the action taken and logs this information for audit trails and compliance tracking.

User Interactions

• Configuration: Users set up the card by specifying the operator and the sub-organization. They might also define specific rules or triggers for when the card should activate.

• Monitoring: Users can monitor the card's activity via a dashboard that shows ongoing and completed operations, providing transparency into document handling processes.

• Manual Override: In some cases, users might have the ability to manually intervene or alter the course of an operation, such as escalating an issue or correcting document routing errors.

Conclusion

The "Document Operator for Sub-Organizations" card is a crucial tool for managing documents in a structured and efficient manner, particularly in larger organizations where different departments have unique operational needs and compliance requirements. Documenting this card clearly in your ERP system's manual will help users understand its importance and implement it effectively within their workflows. If additional customization or functionality descriptions are needed, feel free to expand based on specific organizational needs and technical capabilities.

This workflow outlines the conditions under which an export process should be initiated. It ensures that only documents meeting all specified criteria are processed for export, enhancing data integrity and alignment with business rules.

When:

• A document within the system is evaluated for export eligibility.

Logic:

1. Document Type Check

   • The document must be of a certain type (e.g., "Invoice" or "Receipt"). Specify the document type that qualifies for the export process.

2. Status Verification

   • The document's current status must meet predefined criteria (e.g., "Approved" or "Ready for Export") indicating it is ready for further processing.

3. Contextual Conditions

   • Additional checks are performed to ensure the document's details align with specific requirements. These checks might involve verifying information within order confirmations or purchase orders. Specify the particular conditions that need to be met. For example:

     • All items listed in the order confirmation match those in the purchase order.

     • The total amount in the order confirmation matches the total amount in the purchase order.

     • The delivery dates specified in the order confirmation align with those in the purchase order.

Then:

Action:

• Initiate Export

  • If all the above conditions are satisfied, the system automatically starts the export process for the document.

  • This may involve generating an export file, sending data to an external system, or triggering a workflow in another application.

Implementation Example:

Overview of Workflow Components:

• AP Invoice Email: The process likely begins with an invoice received via email.

• DocBits: This tool might be used for initial document management tasks such as capturing and digitizing invoices.

• Finance Review: Invoices undergo a finance review where decisions are made regarding their validity and accuracy.

Steps in the Workflow:

1. Initial Review:

   • Invoices are received and initially processed using DocBits.

   • They are then reviewed by the finance team to ensure they are removed from the workflow if they are complete, or pushed forward for further processing.

2. PO vs Non-PO Invoices:

   • The workflow distinguishes between PO-related and non-PO invoices.

   • Non-PO invoices are routed for further approval or rejection based on predefined criteria like supplier ID, quantity, unit price, and item number.

3. Matching and Mismatching:

   • Invoices are checked against goods receipts to ensure that details match (like supplier ID and quantity).

   • If mismatches occur, the invoice is subject to further review and possibly rejection.

4. Finance and Buyer Review:

   • For PO-related invoices, a detailed matching process is conducted involving a buyer review.

   • Adjustments to purchase orders or goods receipts might be required.

5. Final Decisions:

   • Invoices that pass all checks are approved and integrated into financial systems for record-keeping.

   • Rejected invoices trigger notifications, and a new invoice may be requested by the buyer.

6. Integration with Infor IDM & LN+M3:

   • Approved invoices are likely sent to Infor's IDM for document management and LN for ledger noting.

   • This integration ensures that all financial records are up-to-date and that the workflow seamlessly feeds into the broader ERP system.

Decision Points:

• Throughout the workflow, there are various decision points where an invoice might be approved, rejected, or sent back for additional information. Notifications are sent out after delays, ensuring timely processing.

These Workflows will be included in the Standard Workflow

This title suggests that the rule or condition being set up is designed to handle invoices where the total amount is less than or equal to a specified maximum amount.

Rule Configuration:

1. When…

   • Document Type is Invoice: This condition checks if the document being processed is an invoice. This is crucial for ensuring that the rule only applies to invoices and not other types of documents.

2. And…

   • Document Status is Pending Approval: This specifies that the invoice must be in a "Pending Approval" status. This status check ensures that the rule applies only to invoices awaiting approval.

   • Compare two fields: Total Amount Less Or Equals Approver Max Amount: This condition compares the total amount of the invoice to an approver's maximum authorized amount. If the invoice's total amount is less than or equal to this max amount, the rule continues to the next step. This likely includes a tolerance level that allows for minor deviations within specified limits.

Action (Then…):

• Assign user from field Approver Name, use user User as fallback: If the conditions specified are met, the invoice is automatically assigned to an approver whose name is specified in a field. If this field is empty or unavailable, a default user (likely an admin or another designated staff member) is assigned as a fallback to handle the approval.

Interface Elements:

• Add Card: This button likely allows users to add more conditions or actions to the rule, enhancing the flexibility and specificity of the workflow.

• Save: Saves the configured rule to the system.

Purpose of This Rule:

This setup is designed to streamline the approval process for invoices by automatically directing invoices to the appropriate approver based on the amount and ensuring that only those within a certain threshold are handled in this automated way. It helps in managing financial controls and speeds up the workflow by reducing manual checks for each invoice.

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This title indicates that the rule is specifically configured for managing cost invoices and involves an export action, possibly for reporting, further processing, or integration with other systems.

Rule Configuration:

1. When…

   • Document Type is Invoice: This condition ensures that the rule is triggered only for documents categorized as invoices, maintaining the workflow's specificity to invoice management.

2. And…

   • Document Field Invoice Sub Type is Equals Cost Invoice: This specifies that the rule applies only to those invoices that are explicitly marked as "Cost Invoices" in a particular field within the document. This helps in distinguishing them from other types of invoices.

   • Document Status is Pending Second Approval: The invoice must be in a "Pending Second Approval" status. This indicates that the invoice has already undergone an initial approval and is awaiting a second, possibly final, review.

Action (Then…):

• Start Export: Once the invoice meets the specified conditions (being a cost invoice and pending second approval), the action to "Start Export" is executed. This could involve sending the invoice data to another system for financial analysis, reporting, or compliance purposes.

Purpose of This Rule:

• Workflow Efficiency: This rule helps automate the handling of cost invoices by ensuring they are processed through the necessary approval stages without manual intervention, increasing the speed and accuracy of financial operations.

• Control and Compliance: By requiring a second approval, the system enforces a control mechanism that ensures cost invoices are thoroughly reviewed, enhancing financial oversight.

• Integration and Reporting: The export action suggests that once invoices are fully approved, they may be integrated into other systems for further processing or analysis, which is critical for financial reporting and audits.

This kind of rule is vital for organizations that deal with various types of invoices and need to ensure that each type is handled according to specific protocols. It reduces the risk of errors and ensures compliance with internal controls and external regulations.

This title indicates that the rule is designed to manage cases where the invoice total is greater than the maximum amount an approver is authorized to handle.

Rule Configuration:

1. When…

   • Document Type is Invoice: This condition ensures that the rule applies only to invoices, which is essential for directing the workflow correctly.

2. And…

   • Document Status is Pending Approval: The invoice must be in a "Pending Approval" status. This status is crucial to ensure that the rule is applied to invoices that are still being processed and have not yet been finalized.

   • Compare two fields: Total Amount Greater Than Approver Max Amount: This condition checks if the invoice's total amount exceeds the maximum amount an approver is allowed to handle. This comparison might also include a tolerance setting, allowing for minor variations based on predefined criteria.

Action (Then…):

• Assign user from field Next Level Approver, use user User as fallback: If the invoice exceeds the specified maximum amount, it is automatically assigned to a higher-level approver, indicated by the 'Next Level Approver' field. If this field is not filled or the specified user is unavailable, a default user (likely an admin or another designated staff member) is used as a fallback to ensure the invoice is reviewed without delay.

Interface Elements:

• Add Card: This option allows additional conditions or actions to be added to the rule, providing flexibility to address complex scenarios.

• Save: This button saves the rule configuration to the system.

Purpose of This Rule:

The purpose of this rule is to ensure that invoices which exceed certain financial thresholds are reviewed by approvers with the appropriate authorization levels. This helps in maintaining financial control and oversight, ensuring that expenditures are reviewed by personnel with the requisite approval limits, thereby safeguarding the organization against unauthorized or inappropriate expenditures.

This rule, like the previous one, helps automate the workflow, reducing manual effort and enhancing compliance with the organization's financial policies. It is an example of how workflow automation can be effectively used to manage complex financial processes within a company.

This title indicates that the rule is set up to manage the second approval phase for purchase invoices with an emphasis on the quantity details, ensuring that the quantities on the invoice match those on the original purchase order.

Rule Configuration:

1. When…

   • Document Type is Invoice: This condition ensures that the rule is activated only for documents identified as invoices, which is crucial for directing the workflow accurately.

2. And…

   • Document Status is Pending Second Approval: This specifies that the invoice is currently pending a second approval. This stage often provides additional oversight to ensure accuracy before the transaction is finalized.

   • Document Field Invoice Sub Type is Equals Purchase Invoice: This condition further specifies that the rule applies only to invoices categorized specifically as "Purchase Invoices," differentiating them from other types of invoices.

   • Logic Quantity in order confirmation Equals purchase order: This condition checks if the quantity listed in the order confirmation matches the quantity in the purchase order. It ensures that the invoice processing only moves forward if the quantities are consistent, which is critical for inventory management and financial accuracy.

Action (Then…):

• Start Export: Once the invoice meets the specified conditions (i.e., the quantities match between the order confirmation and the purchase order), the action to "Start Export" is triggered. This likely involves exporting the invoice data for further processing, possibly to another financial system or for reporting purposes.

Purpose of This Rule:

• Ensure Accuracy and Consistency: By verifying that the quantities match between the order confirmation and the purchase order, the system helps maintain inventory accuracy and prevents discrepancies that could affect financial reporting or stock management.

• Streamline Financial Processing: Automating the export of data once the quantities are confirmed reduces manual handling and speeds up the financial processing cycle.

• Enhance Compliance and Oversight: Requiring a second approval for quantity verification adds an extra layer of oversight, crucial for compliance with financial policies and controls.

This rule is a clear example of how workflow automation can be effectively used to ensure precise and efficient handling of financial documents within an organization, particularly in the context of purchase processes that involve large volumes of transactions requiring meticulous validation.

Workflow Documentation

To keep an overview, you can give the workflows different headings so that you can immediately know what task this workflow is about.

Create a new Workflow: Click on + ADD WORKFLOW

You can use these workflows (Test 1,2,3) to automatically assign various documents to the right employee in the company.

If an invoice or other document exceeds a certain total amount that requires prior review and approval, these documents can be immediately assigned to the correct person.

Test 1: Logic Card

When: Assignee is: Amier Haider

And: Document type is: Invoice

Then: Assign document to: Stefan Reppermund

Test 2: Logic Card

When: Assignee is: Amier Haider

And: Document type is: Delivery Note

Then: Assign document to: James Edwards

Test 3: Logic Card

When: Assignee is: Amier Haider

And: Document type is: Order Confirmation

Then: Assign document to: Anian Sollinger

It is also possible, if the document is not assigned to a single person, to assign it to a specific employee from the start.

For an easier overview of what should happen to a document, you can set the status for incoming documents in this workflow. This workflow makes it possible to immediately see whether there is, for example, a pending approval.

Test 4: Logic Card

When: Document type is: Delivery Note

And: Assignee is: Amier Haider

Then: Change Status to: Pending Approval

Test 5: Logic Card

When: Document type is: Invoice

And: Assignee is: Stefan Reppermund

Then: Change Status to: Pending Second Approval

If an invoice or other document exceeds a certain total amount that requires prior review and approval, these documents can be assigned to the right person immediately.

Test 6: Logic Card

When: Assignee is: Amier Haider

And: Docfield total_amount is Greater than 500

Then: Assign document to: Asad Usman Khan

It is also possible to enter the status into the workflow, so the assigned person can immediately see what status this document is and what should happen next with it.

Test 7: Logic Card

When: Assignee is: Amier Haider

And: Docfield total_amount is Greater then 500

Then: Assign document to: Asad Usman Khan

Change Status to: Pending Approval

For example, if certain or important information is missing from a document, but is important and must be included for further processing, you can set up the workflow so that these documents are immediately forwarded to the buyer and a substitute (replacement).

Test 9:

The Workflow with these logic cards is designed to automatically verify that the quantity, unit price, or discount detailed in an order confirmation matches the corresponding figures in the purchase order. This verification ensures consistency and accuracy between what was ordered and what the supplier confirms to deliver.

You can give these documents a specific status or assign them to a specific employee.

Logic Card: Quantity or Unit Price or Discount Match

This logic card is designed to automatically verify that the quantity, unit price, or discount detailed in an order confirmation matches the corresponding figures in the purchase order. This verification ensures consistency and accuracy between what was ordered and what the supplier confirms to deliver.

Trigger Condition

The logic is activated when any of the following conditions are met in an order confirmation relative to the original purchase order:

• Quantity: The quantity of items ordered matches the quantity confirmed by the supplier.

• Unit Price: The price per item agreed upon matches the supplier's confirmation.

• Discount: Any discounts applied are consistent between the purchase order and the order confirmation.

• Define Comparison Parameters: Set up the specific fields (quantity, unit price, discount) that the logic card will check for a match.

• Automate Verification: Configure the system to automatically compare these details upon receipt of an order confirmation.

• Customize Alerts: Decide on the workflow for handling discrepancies, including customization of alerts for manual review.

This logic card is vital for ensuring that the details of an order confirmation align with the original purchase order, safeguarding the integrity of the procurement cycle.

Test 10:

If you have a different calculation for surcharges, or only have them on some items, you can use the generic table calculation cards, some of them also allow to filter for regular expressions.

Above is a calculation example for MTZ with a filter for item numbers starting with 01, 06, 9, 001 or 000.

With a manual setup it’s advised to split calculations that depend on new columns into a separate workflow. To continue with the calculation you can use the Run Workflow card.

Run Workflow

With this card you can specify the name of a workflow that is to be run after the current workflow if its conditions are met and after previous then cards of the current workflow. While it prioritises runnable, active workflows, it also allows you to run deactivated workflows if the document fulfills the workflows conditions.

Adding calculated surcharges into an existing column

If you want to add all surcharges as a negative discount into the discount column, you can use the calculation card. There might be entries in this column, you can set it as one of the variables on the card, have the MTZ subtracted from it and add the result back into this column. In case there are empty fields (surcharges only for some items) it will assume a 0 for its calculation

Notify user to authorize the order confirmation in DocBits

After calculating the surcharges you might want to notify a specific user to authorize the order confirmation. For this you can use the notification card

Depending on settings, the user gets assigned a new task in DocBits and optionally an email to notify them of their new task.

This title indicates that the rule is set up to manage the second approval phase of purchase invoices with a focus on the unit price, ensuring it matches the agreed terms.

Rule Configuration:

1. When…

   • Document Type is Invoice: This condition ensures that the rule is activated only for documents identified as invoices, which is crucial for directing the workflow accurately.

2. And…

   • Document Status is Pending Second Approval: This specifies that the invoice is awaiting a second approval. This stage often provides additional oversight to ensure accuracy before finalizing the transaction.

   • Document Field Invoice Sub Type is Equals Purchase Invoice: This condition further specifies that the rule applies only to invoices categorized specifically as "Purchase Invoices," differentiating them from other types of invoices.

   • Logic Unit Price in order confirmation Equals purchase order: This condition checks if the unit price listed in the order confirmation matches the unit price in the purchase order. It ensures that the invoice processing only moves forward if there is consistency in pricing, which is critical for budgeting and financial reporting.

Action (Then…):

• Start Export: Once the invoice meets the specified conditions (i.e., the unit prices match between the order confirmation and the purchase order), the action to "Start Export" is triggered. This likely involves exporting the invoice data for further processing, possibly to another financial system or for reporting purposes.

Purpose of This Rule:

• Ensure Accuracy and Consistency: By verifying that the unit prices match between the order confirmation and the purchase order, the system helps maintain financial accuracy and prevents overcharging or undercharging.

• Streamline Financial Processing: Automating the export of data once the prices are confirmed reduces manual handling and speeds up the financial processing cycle.

• Enhance Compliance and Oversight: Requiring a second approval for price verification adds an extra layer of oversight, which is crucial for compliance with financial policies and controls.

This rule is an example of how workflow automation can be effectively utilized to ensure precise and efficient handling of financial documents within an organization, particularly in the context of large volumes of transactions that require meticulous validation.

This title indicates that the rule pertains specifically to handling purchase invoices during a secondary approval phase, with a focus on verifying the accuracy of the quantities listed.

Rule Configuration:

1. When…

   • Document Type is Invoice: This condition ensures that the rule is activated only for documents classified as invoices. This is essential for maintaining specificity and relevance in the workflow.

2. And…

   • Document Status is Pending Second Approval: This specifies that the invoice is currently pending a second approval. This stage is typically intended to provide additional oversight before finalizing the invoice.

   • Document Field Invoice Sub Type is Equals Purchase Invoice: This condition further refines the rule to apply exclusively to invoices identified as "Purchase Invoices." This categorization helps differentiate them from other invoice types.

   • Logic Quantity in order confirmation Not Equals purchase order: This critical condition checks whether the quantity stated in the order confirmation matches the quantity on the original purchase order. The action is triggered if there is a discrepancy, indicating a potential error or issue that needs resolution.

Action (Then…):

• Assign user from field Buyer Name, use user User as fallback: If the rule's conditions are met (i.e., there's a discrepancy in quantities), the invoice is automatically assigned to the person listed in the 'Buyer Name' field for further review. If this field is empty or the specified person is unavailable, a default user (likely an administrator or another designated staff member) takes over to ensure timely review and resolution.

Purpose of This Rule:

• Accuracy and Compliance: The rule is vital for ensuring that the invoicing process is accurate and aligns with the terms agreed upon in the purchase order. It helps prevent financial discrepancies and potential inventory errors.

• Streamlined Approvals: Automating the review process for specific discrepancies helps streamline approvals and ensures that any issues are quickly addressed by the appropriate personnel.

• Enhanced Financial Oversight: Requiring a secondary approval for quantity verifications strengthens financial controls and accountability within the organization.

This setup exemplifies how workflow automation can be utilized to enhance operational efficiency and ensure financial integrity, particularly in managing complex purchase processes within a company.

This title indicates that the rule is set up to manage the second approval phase of a purchase invoice, with a specific focus on validating the unit price.

Rule Configuration:

1. When…

   • Document Type is Invoice: This condition ensures that the rule is triggered only for documents that are identified as invoices, filtering out other document types and maintaining the relevance of the workflow.

2. And…

   • Document Status is Pending Second Approval: This specifies that the invoice is in the phase where it is awaiting a second approval. This is usually a step designed to ensure additional oversight before final processing.

   • Document Field Invoice Sub Type is Equals Purchase Invoice: This further narrows down the application of this rule to only those invoices that are classified as "Purchase Invoices", distinguishing them from other invoice subtypes.

   • Logic Unit Price in order confirmation Not Equals purchase order: This logical check is crucial as it compares the unit price listed in the order confirmation against the unit price in the original purchase order. The action is triggered if these values do not match, which could indicate a discrepancy that needs resolution.

Action (Then…):

• Assign user from field Buyer Name, use user User as fallback: If the conditions specified are met (i.e., there's a mismatch in unit prices), the invoice is automatically assigned to a buyer (the name specified in the 'Buyer Name' field) for further review. If the 'Buyer Name' field is empty or unspecified, a default user (likely an administrator or another designated staff member) is assigned as a fallback to handle the approval.

Purpose of This Rule:

• Ensure Accuracy and Compliance: This rule is critical in ensuring that the invoicing process is accurate and complies with agreed terms. By triggering a review when there is a discrepancy in unit prices, the system helps prevent financial errors or potential fraud.

• Streamline Approvals: Automating the assignment for review based on specific discrepancies helps streamline the approval process and ensures that issues are promptly addressed by the appropriate personnel.

• Financial Oversight: Requiring a second approval, especially based on price matching, reinforces financial controls and accountability within the organization.

This document outlines the workflow for ordering materials from suppliers, receiving goods, and processing invoices with integration between suppliers, INFOR ERP system, and DocBits for document management.

Process Overview

1. Ordering Materials

   • Initiate order with the supplier.

   • Send the order to the supplier through INFOR.

2. Receiving Order Confirmation

   • Supplier confirms the receipt of the order.

   • Creation and sending of order confirmation.

3. Goods Receipt and Inspection

   • Receive goods from the supplier.

   • Post goods receipt in INFOR and check against the delivery bill.

4. Invoice Processing

   • Receive invoice and send to DocBits for processing.

   • Check and verify invoice details with order and goods receipt.

5. Final Steps

   • Archive the order and related documents in DocBits.

   • Update INFOR with transaction details for financial accounting.

Decision Points and Actions

• Does the received goods match the order?

  • Yes: Proceed with invoice processing.

  • No: Manual check and update required.

• Is the invoice correct according to the goods received and order details?

  • Yes: Complete the transaction and update financial records.

  • No: Further examination and corrections needed.

Integration Points

• INFOR ERP: Main system for order processing, goods receipt, and financial accounting.

• DocBits: Document management for processing and archiving invoices and order confirmations.

Notes

• Ensure all documents are verified and archived for record-keeping.

• Discrepancies in order or invoice details must be resolved promptly to avoid delays.