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La sección de Tipos de Documentos enumera todos los tipos de documentos reconocidos y procesados por Docbits. Los administradores pueden gestionar varios aspectos como diseño, definiciones de campos, reglas de extracción y más para cada tipo de documento. Esta personalización es clave para garantizar un manejo preciso de los datos y el cumplimiento de los estándares organizativos.
Lista de Tipos de Documentos:
Cada fila representa un tipo de documento como Factura, Nota de Crédito, Nota de Entrega, etc.
Los tipos de documentos pueden ser estándar o personalizados, como se indica con etiquetas como "Estándar".
Editar diseño: Esta opción permite a los administradores modificar la configuración del diseño del documento, que incluye definir cómo aparece el documento y dónde se encuentran los campos de datos.
Subtipos de Documentos: Si algún tipo de documento tiene subcategorías, esta opción permite a los administradores configurar ajustes específicos para cada subtipo.
Columnas de la tabla: Personalice qué columnas de datos deben aparecer cuando se ve el tipo de documento en listas o informes.
Campos: Gestione los campos de datos asociados con el tipo de documento, incluyendo la adición de nuevos campos o la modificación de los existentes.
Entrenamiento del Modelo: Configure y entrene el modelo utilizado para reconocer y extraer datos de los documentos. Esto puede implicar establecer parámetros para modelos de aprendizaje automático que mejoran con el tiempo y más datos.
Regex: Configure expresiones regulares que se utilizan para extraer datos de documentos basados en patrones. Esto es particularmente útil para la extracción de datos estructurados.
Scripts: Escriba o modifique scripts que ejecuten reglas de procesamiento personalizadas o flujos de trabajo para documentos de este tipo.
EDI (Intercambio Electrónico de Datos): Configure ajustes relacionados con el intercambio de documentos en formatos electrónicos estandarizados.
Los Tipos de Documentos Secundarios son básicamente versiones especializadas de los tipos de documentos principales. Por ejemplo, bajo el tipo de documento principal "Factura," puede haber subtipos como "Factura Estándar," "Factura Proforma" y "Nota de Crédito," cada uno con requisitos de datos ligeramente diferentes o reglas de procesamiento.
Lista de Subtipos:
Cada fila representa un subtipo de un tipo de documento principal.
Incluye el nombre del subtipo y un conjunto de acciones que se pueden realizar en él.
Acciones:
Campos: Configurar qué campos de datos se incluyen en el subtipo y cómo se gestionan.
Editar Diseño: Modificar el diseño visual de cómo se muestra y se introduce la información para este subtipo.
Scripts: Adjuntar o editar scripts que ejecutan operaciones específicas cuando se procesan documentos de este subtipo.
Copiar: Duplicar una configuración de subtipo existente para usarla como base para una nueva.
Eliminar: Eliminar el subtipo si ya no es necesario.
Agregar Nuevos Subtipos:
El botón "+ Nuevo" permite a los administradores crear nuevos subtipos, definiendo propiedades y reglas únicas según sea necesario.
Los Tipos de Documentos Secundarios en Docbits proporcionan una forma flexible y poderosa de manejar una variedad de documentos dentro de un único sistema, asegurando que cada tipo y subtipo se procese con precisión y eficiencia de acuerdo con sus especificaciones únicas.
El Gestor de Diseño permite a los administradores configurar y modificar visualmente el diseño de los tipos de documento al establecer propiedades para varios campos de datos y grupos dentro de un documento. Esta interfaz ayuda a garantizar que los modelos de extracción y los puntos de entrada de datos manuales se alineen precisamente con la estructura del documento escaneado o cargado en DocBits.
Grupos y Campos:
Grupos: Unidades organizativas dentro de un tipo de documento que categorizan campos relacionados (por ejemplo, Detalles de la Factura, Detalles de Pago). Estos pueden expandirse o contraerse y organizarse para reflejar el agrupamiento lógico en el documento real.
Campos: Puntos de datos individuales dentro de cada grupo (por ejemplo, Número de Factura, Términos de Pago). Cada campo se puede personalizar para la captura, visualización y procesamiento de datos.
Panel de Propiedades:
Este panel muestra las propiedades del campo o grupo seleccionado, permitiendo una configuración detallada, como:
Etiqueta: La etiqueta visible para el campo en la interfaz de usuario.
Nombre del Campo: El identificador técnico utilizado dentro del sistema.
Ancho del Elemento en Porcentaje: Determina el ancho del campo en relación con el diseño del documento.
Índice de Pestaña: Controla el orden de tabulación para la navegación.
Ejecutar Script al Cambiar: Si se debe ejecutar un script cuando cambia el valor del campo.
Mostrar Etiqueta a la Izquierda: Si la etiqueta se muestra a la izquierda del campo o encima de él.
Es Textarea: Especifica si el campo debe ser un área de texto, que permite cantidades mayores de texto.
Seleccionar Tipo de Modelo: Opción para seleccionar qué tipo de modelo manejará la extracción de este campo.
Longitud del Campo: Longitud máxima de datos que se aceptarán en este campo.
Palabras Clave Prohibidas: Palabras clave que no están permitidas dentro del campo.
Vista Previa de la Plantilla:
Muestra una vista previa en tiempo real de cómo se verá el documento según la configuración de diseño actual. Esto ayuda a garantizar que el diseño coincida con la estructura real del documento y es vital para probar y refinar la configuración de procesamiento del documento.
La configuración de Campos proporciona una interfaz de usuario donde los administradores pueden gestionar las propiedades y el comportamiento de los campos de datos individuales asociados con un tipo de documento. Cada campo se puede ajustar para optimizar la precisión y eficiencia de la captura y validación de datos.
Configuración de Campos:
Nombres de Campo: Enumera los nombres de los campos, que suelen corresponder a los elementos de datos dentro del documento, como "Número de Factura" o "Fecha de Orden de Compra".
Requerido: Los administradores pueden marcar campos como obligatorios, asegurando que los datos deben ser ingresados o capturados para que estos campos completen el procesamiento del documento.
Solo Lectura: Los campos se pueden establecer como de solo lectura para evitar modificaciones después de la captura de datos o durante ciertas etapas del procesamiento del documento.
Oculto: Los campos se pueden ocultar de la vista en la interfaz de usuario, útil para información sensible o para simplificar los flujos de trabajo del usuario.
Configuraciones Avanzadas:
Forzar Validación: Asegura que los datos ingresados en un campo cumplan ciertas reglas de validación antes de ser aceptados.
OCR (Reconocimiento Óptico de Caracteres): Este interruptor se puede activar para habilitar el procesamiento OCR para un campo específico, útil para la extracción automatizada de datos de documentos escaneados o digitales.
Puntuación de Coincidencia: Los administradores pueden definir una puntuación de coincidencia, un umbral utilizado para determinar el nivel de confianza en el reconocimiento o coincidencia de datos, lo que afecta cómo se realizan las validaciones de datos y controles de calidad.
Botones de Acción:
Crear Nuevo Campo: Permite agregar nuevos campos al tipo de documento.
Iconos de Edición: Cada campo tiene un icono de edición que permite a los administradores configurar aún más ajustes específicos del campo, como tipo de datos, valores predeterminados o lógica empresarial conectada.
Guardar Configuraciones: Guarda los cambios realizados en las configuraciones de campo.
El Entrenamiento del Modelo permite a los administradores supervisar y gestionar el entrenamiento de modelos de aprendizaje automático específicos para cada tipo de documento. Al proporcionar una interfaz estructurada para importar datos de muestra, entrenar modelos y probar su rendimiento, Docbits asegura que sus capacidades de extracción de datos mejoren continuamente con el tiempo.
Visión general de métricas:
Muestra: Número de documentos de muestra utilizados para el entrenamiento.
Exportados: Número de documentos que se han exportado con éxito después del procesamiento.
Empresa Σ: Número total de documentos específicos de la empresa procesados.
Total Σ: Número total de documentos procesados en todas las categorías.
Opciones de entrenamiento y prueba:
Importar: Permite a los administradores importar nuevos conjuntos de datos de entrenamiento que suelen ser muestras estructuradas de documentos que el sistema debería reconocer.
Entrenar Modelo: Inicia el proceso de entrenamiento utilizando los datos importados para mejorar las capacidades de reconocimiento y extracción del sistema.
Probar Clasificación: Permite probar el modelo para evaluar su rendimiento en la clasificación y extracción de datos de documentos nuevos o no vistos.
Botones de acción:
Crear Campo: Agregar nuevos campos de datos que el modelo debería reconocer y extraer.
Acciones: Este menú desplegable puede incluir opciones como ver detalles, editar configuraciones o eliminar datos de entrenamiento.
La interfaz de Columnas de la Tabla en Docbits se utiliza para especificar las columnas que aparecen en las tablas de datos para cada tipo de documento. Cada columna se puede configurar para contener tipos específicos de datos, como cadenas o valores numéricos, y puede ser esencial para las funciones de ordenación, filtrado e informes dentro de Docbits.
Configuración de Columnas:
Nombre de la Columna: El identificador de la columna en la base de datos.
Título: El título legible por humanos de la columna que aparecerá en la interfaz.
Tipo de Columna: Define el tipo de datos de la columna (por ejemplo, STRING, AMOUNT), lo que determina qué tipo de datos se pueden almacenar en la columna.
Nombre de la Tabla: Indica a qué tabla pertenece la columna, vinculándola a un tipo de documento específico como INVOICE_TABLE.
Acciones:
Editar: Modificar la configuración de una columna existente.
Eliminar: Eliminar la columna de la tabla, lo cual es útil si los datos ya no son necesarios o si la estructura de datos del tipo de documento cambia.
Agregar Nuevas Columnas y Tablas:
Agregar Nueva Columna de Tabla: Abre un cuadro de diálogo donde puedes definir una nueva columna, incluyendo su nombre, si es requerida, su tipo de datos y la tabla a la que pertenece.
Crear Nueva Tabla: Permite la creación de una nueva tabla, definiendo un nombre único que se utilizará para almacenar datos relacionados con un conjunto específico de tipos de documento.
Esta sección es vital para mantener la integridad estructural y la usabilidad de los datos dentro del sistema de Docbits, asegurando que los datos extraídos de los documentos se almacenen de manera organizada y accesible.
En DocBits, la configuración de Expresiones Regulares permite a los administradores definir patrones personalizados que el sistema utiliza para encontrar y extraer datos de documentos. Esta función es especialmente útil en situaciones donde es necesario extraer datos de texto no estructurado o cuando los datos siguen un formato predecible que puede ser capturado utilizando patrones de regex.
Gestión de Expresiones Regulares:
Agregar: Permite crear un nuevo patrón de regex para un tipo de documento específico.
Guardar Cambios: Guarda las modificaciones en las configuraciones de regex existentes.
Patrón: Aquí puedes definir el patrón de regex que coincide con el formato de datos específico requerido.
Origen: Es el Origen del Documento - Por ejemplo, puedes definir un Regex diferente en Alemania
Los scripts en DocBits suelen estar escritos en un lenguaje de script compatible con el sistema Python. Se activan durante el flujo de procesamiento de documentos para aplicar lógica empresarial compleja o garantizar la integridad y precisión de los datos antes de que se procesen o almacenen más.
Gestión de scripts:
Nombre: A cada script se le asigna un nombre único para su identificación.
Tipo de documento: Asocia el script con un tipo de documento específico, determinando en qué documentos se aplicará el script.
Disparador en: Define cuándo se activa el script (por ejemplo, al cargar un documento, antes de exportar datos, después de la validación de datos).
Estado activo/inactivo: Permite a los administradores activar o desactivar scripts sin eliminarlos, lo que proporciona flexibilidad en pruebas e implementación.
Editor de scripts:
Proporciona una interfaz donde se pueden escribir y editar scripts. El editor suele admitir resaltado de sintaxis, resaltado de errores y otras funciones para ayudar en el desarrollo de scripts.
Ejemplo de script: Los scripts pueden incluir operaciones como recorrer líneas de factura para validar totales o eliminar entradas que no cumplan ciertos criterios.
En Docbits, la configuración de EDI proporciona herramientas para definir y gestionar la estructura y formato de los mensajes EDI que corresponden a varios tipos de documentos, como facturas u órdenes de compra. La configuración permite la personalización de los mensajes EDI para cumplir con los estándares y requisitos específicos de diferentes socios comerciales e industrias.
Elementos de configuración de EDI:
Descriptor de estructura: Define la estructura básica del documento EDI, incluido el orden de los segmentos, campos obligatorios y calificadores necesarios para que el documento EDI sea válido.
Transformación: Especifica las transformaciones aplicadas para convertir los datos del documento en un mensaje con formato EDI. Esto implica especificar asignaciones de campos del documento a segmentos y elementos EDI.
Vista previa: Permite a los administradores ver cómo se verá el mensaje EDI después de la transformación, lo que ayuda a garantizar la precisión antes de la transmisión.
Rutas de extracción: Muestra las rutas utilizadas para extraer valores del documento, que luego se utilizan para completar el mensaje EDI.
Editor XSLT:
Se utiliza para editar y validar el XSLT (Transformaciones de Lenguaje de Hojas de Estilo Extensible) utilizado en el proceso de transformación. XSLT es un lenguaje potente diseñado para transformar documentos XML en otros documentos XML u otros formatos como HTML, texto o incluso otras estructuras XML.
Navigate to SETTINGS → Dashboard
Customize your filter
Navigate to the Filters section
To create a Custom Filter, select CUSTOM in the “Status filter style”
Underneath that, you can select the various statuses a document can be in to create your custom filter. Once you press APPLY, this custom filter will be active on the Dashboard.
Dashboard
Select ADVANCED SETTINGS
Custom Filters can then be accessed by selecting the MORE SETTINGS option.
La configuración de "Importación" en su sistema de procesamiento de documentos le permite configurar cómo se importan los documentos al sistema desde diversas fuentes, incluyendo configuraciones tanto para FTP (Protocolo de Transferencia de Archivos) como para correo electrónico. Aquí hay un desglose de estas configuraciones:
Configuración de Documentos:
Restringir a páginas: Esto le permite limitar el procesamiento a un cierto número de páginas de cada documento.
Días de Términos de Pago: Define los términos de pago predeterminados (en días) que se pueden aplicar a los documentos.
Patrón de Fecha: Establece el patrón para reconocer y formatear fechas dentro de los documentos importados.
Importación FTP:
Tipo: Define el tipo de protocolo FTP a utilizar (por ejemplo, SFTP).
URL del Servidor: La dirección del servidor desde donde se obtendrán los documentos.
Nombre de Usuario y Puerto: Credenciales y número de puerto para acceder al servidor FTP.
Directorio Predeterminado: Especifica el directorio en el servidor FTP desde donde se importarán los archivos.
La opción adicional de agregar nuevos datos incluye campos como:
Contraseña: Para autenticación.
Patrones de coincidencia de nombres de archivo: Para especificar qué archivos importar según sus nombres.
Sub-Organizaciones: Seleccione a qué suborganización se deben aplicar la configuración de importación.
Importación por Correo Electrónico:
Dirección de Correo Electrónico: Configure una cuenta de correo electrónico a la que se puedan enviar documentos para su importación.
Nombre de Usuario y Contraseña: Credenciales para acceder a la cuenta de correo electrónico.
Protocolo y Encriptación: Especifique el protocolo (IMAP, POP3) y el tipo de encriptación.
Combinar documentos adjuntos: Opción para combinar todos los documentos adjuntos en un solo documento al importar.
Esto también permite especificar suborganizaciones para un control más preciso sobre dónde se dirigen los correos electrónicos dentro de la estructura organizativa.
Calidad de OCR:
Este ajuste te permite definir el porcentaje mínimo de calidad de OCR requerido para que un documento sea procesado automáticamente. Incluye un control deslizante que puedes ajustar para establecer el umbral, como el 75%, por debajo del cual el sistema no puede garantizar una extracción exitosa. Si la calidad de OCR de un documento cae por debajo de este umbral, puedes optar por que el sistema realice acciones específicas, como volver a ejecutar el OCR después de una confirmación manual.
Configuraciones generales de OCR:
Usar E-Text si está disponible: Esta opción, cuando está habilitada, permite al sistema utilizar texto electrónico incrustado en PDF u otros tipos de documentos para mejorar la precisión.
Usar DESKEW si está disponible: Esta función corrige la alineación del documento, lo que ayuda a mejorar la precisión de OCR enderezando cualquier escaneo sesgado.
Configuraciones de OCR para tablas:
Usar datos de IA para tablas si están disponibles: Este ajuste permite el uso de tecnologías de IA para reconocer y extraer mejor las tablas de documentos escaneados, aprovechando modelos de aprendizaje automático para identificar y estructurar datos tabulares con precisión.
Configuraciones de OCR para los campos de encabezado:
Usar Extracción de Reglas: Cuando está habilitado, este ajuste permite al sistema aplicar reglas predefinidas para extraer datos de los campos de encabezado, lo que puede ser crítico para identificar correctamente secciones de documentos como números de factura, fechas, etc.
Usar Extracción de IA: Esta opción utiliza modelos de IA para extraer de manera inteligente los campos de encabezado, lo que puede ser más adaptable a variaciones en diseños y estilos de documentos.
En la configuración de "Vencimiento de Documentos" dentro de la sección "PROCESAMIENTO DE DOCUMENTOS", puedes configurar los horarios de eliminación automática para tus documentos dentro del sistema. Esta función es particularmente útil para gestionar políticas de retención de datos y garantizar el cumplimiento de normas legales u organizativas con respecto al almacenamiento de documentos.
Esto es lo que hace cada configuración:
Eliminar documento después de: Este menú desplegable te permite establecer el período de tiempo después del cual un documento procesado se eliminará automáticamente del sistema. Puedes elegir entre opciones predefinidas como 48 horas, 1 semana, 2 semanas o 4 semanas. Esto ayuda a gestionar el espacio y mantener las políticas del ciclo de vida de los documentos.
Eliminar documento finalizado después de: Similar a la configuración anterior, pero se dirige específicamente a los documentos finalizados o completamente procesados. Permite las mismas opciones de marco de tiempo para la eliminación, asegurando que los documentos completados no se almacenen más tiempo del necesario.
Ambas configuraciones garantizan que los documentos no se mantengan indefinidamente en tu sistema, lo que ayuda a evitar el uso de almacenamiento innecesario y a mantener el flujo de trabajo de procesamiento de documentos libre de desorden. Estas configuraciones son vitales para las organizaciones que necesitan cumplir con requisitos regulatorios específicos sobre la retención de documentos.
La configuración de "Clasificación y Extracción" en su sistema de procesamiento de documentos proporciona opciones para configurar cómo se manejan automáticamente los documentos al ingresar:
División de Documentos: Esta configuración le permite elegir si dividir los documentos en función de criterios específicos o mantenerlos como un solo documento. Esto puede ser útil al procesar documentos que tienen múltiples secciones distintas pero se cargan como un solo archivo.
Formato de Cantidades: Aquí, puede habilitar opciones como redondear los montos totales en pedidos. Esto garantiza que los datos extraídos se alineen con los formatos y reglas financieras esperados, reduciendo errores en el procesamiento financiero.
Extracción de Tablas: Esta función permite la extracción automatizada de datos de tablas dentro de documentos. Puede especificar si extraer todas las tablas, solo aquellas relevantes para fines de costeo, o identificar y extraer automáticamente códigos fiscales. Esto mejora en gran medida la precisión y eficiencia de la extracción de datos de formatos estructurados dentro de documentos.
Configurar Regla de Clasificación: Esta opción le permite definir patrones y criterios específicos que ayudan al sistema a clasificar y categorizar automáticamente los documentos a medida que se procesan. Esto podría basarse en patrones de texto, tipos de documentos u otros metadatos asociados con los documentos.
La "Búsqueda de Datos Maestros" en la configuración de procesamiento de documentos permite un enfoque integral para gestionar y validar los datos de sus documentos sincronizándolos con su sistema ERP de Infor. Así es como ayuda a agilizar la validación y mejora del procesamiento de documentos dentro de su entorno ERP:
Gestión Centralizada de Datos: Esta función actúa como un repositorio central donde se pueden almacenar y gestionar datos de diversas fuentes como proveedores, direcciones de clientes, códigos fiscales y más. Proporciona un único punto de referencia para todos los datos maestros, garantizando consistencia y precisión en toda su organización.
Validación Contra Datos del ERP: Al sincronizar datos maestros como información de proveedores de Infor a Docbits, puede validar automáticamente los datos extraídos de los documentos con sus datos del ERP. Esto asegura que la información procesada (como nombres de proveedores, direcciones y códigos fiscales) coincida con los datos almacenados en su sistema ERP, minimizando errores y discrepancias.
Facilita la Automatización: Contar con un sólido sistema de búsqueda de datos maestros ayuda a automatizar el procesamiento de documentos entrantes. Por ejemplo, las órdenes de compra o facturas pueden ser verificadas automáticamente en cuanto a la corrección de los datos del proveedor, aprobadas si coinciden, o marcadas para revisión si se encuentran discrepancias.
Mejora la Integridad de los Datos: Las actualizaciones regulares de su sistema ERP al sistema de búsqueda de datos maestros garantizan que los datos utilizados para el procesamiento de documentos estén actualizados. Esto reduce el riesgo de procesar documentos basados en información desactualizada, mejorando así la integridad general de las transacciones comerciales.
Eficiencia en el Procesamiento de Documentos: Con los datos maestros vinculados directamente y actualizados constantemente, el procesamiento de documentos se vuelve más eficiente. Los documentos pueden ser clasificados y dirigidos automáticamente en función de los criterios específicos establecidos en los datos maestros, como términos de proveedores específicos o regulaciones fiscales aplicables a diferentes tipos de transacciones.
Vea aquí cómo Importar Datos Maestros
La configuración de "Lista de Valores" en su sistema de procesamiento de documentos es esencialmente un repositorio central para gestionar valores predefinidos que se pueden utilizar en varios formularios y campos dentro del sistema. Esta configuración es particularmente útil para estandarizar la entrada de datos y garantizar la coherencia en los documentos procesados por el sistema.
Segmentación por Tipo: Cada sección, como "ISO_Currency", "Invoice_Sub_Type", "Invoice_Type" y "Test", representa una categoría diferente de valores predefinidos. Estas categorías se utilizan para gestionar diferentes tipos de entradas de datos relevantes para sus contextos específicos dentro del sistema.
Valores y Sinónimos: Bajo cada categoría, puede definir varios valores. Por ejemplo, bajo "Invoice_Sub_Type", se enumeran valores como "Factura de Costo" y "Factura de Compra". Además, tiene la capacidad de asignar sinónimos a estos valores, mejorando la flexibilidad y alcance de la captura de datos. Por ejemplo, "Factura de Costo" tiene sinónimos como "Kostenrechnung" y "Cost Invoice".
Uso en Suborganizaciones: Estos valores también se pueden hacer específicos para ciertas suborganizaciones dentro de su configuración, lo que permite la personalización y localización de flujos de trabajo de procesamiento de documentos.
Agregar y Gestionar Valores: A través de la acción "Agregar Fila", puede introducir nuevos valores y sinónimos en las listas, y las "Acciones" permiten editar o eliminar entradas existentes.
En la sección "Configuración de Exportación" de la configuración de Procesamiento de Documentos, se gestiona cómo se exportan los documentos después del procesamiento. Esto incluye la configuración de varios métodos de exportación adaptados a necesidades específicas, como transferencias de archivos directas o integración con sistemas empresariales como Infor. A continuación se detalla las opciones y funcionalidades dentro de esta configuración:
Selección del Método de Exportación: Puedes elegir cómo deben exportarse los documentos. Los métodos comunes incluyen SFTP, webhooks e integración directa con sistemas como Infor IDM (Infor Document Management), Infor ION (Intelligent Open Network) y otras opciones relacionadas con Infor. Cada método admite diferentes tipos de flujos de trabajo y requisitos de integración.
Detalles de Configuración:
Para SFTP, generalmente necesitas especificar la URL del servidor, nombre de usuario, contraseña y la carpeta de destino donde se cargarán los documentos.
Para integraciones con Infor, es posible que necesites configurar mapeos específicos o proporcionar claves API para garantizar que los documentos se procesen correctamente y se envíen al ecosistema de Infor, alineándose con la estructura de datos existente y los flujos.
Personalización: Dependiendo del tipo de documento (por ejemplo, facturas, confirmaciones de pedidos) y la suborganización, se pueden configurar diferentes ajustes de exportación para cumplir con distintas reglas comerciales o requisitos de cumplimiento.
Flexibilidad de Integración: La interfaz permite tener múltiples configuraciones de integración activas simultáneamente, lo que permite a los usuarios manejar eficientemente varios tipos de documentos y destinos. Esta configuración modular garantiza que diferentes partes del negocio puedan utilizar flujos de trabajo personalizados sin afectarse mutuamente.
Agregar y Editar Configuraciones: Los usuarios pueden agregar nuevas configuraciones o editar las existentes especificando detalles como tipo de documento, método de exportación y credenciales o ajustes específicos al método de exportación elegido.
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Contabilidad Automática: DocBits ofrece funcionalidad de contabilidad automatizada, agilizando el proceso de manejo de transacciones financieras asociadas con órdenes de compra (POs) y otros documentos.
Integración M3: Integración con M3, una solución de software ERP, que permite la interacción sin problemas entre DocBits y M3 para una gestión y procesamiento de documentos mejorados.
Tablero de Órdenes de Compra (PO): Un tablero centralizado dentro de DocBits diseñado específicamente para gestionar y monitorear órdenes de compra, proporcionando información y análisis para un seguimiento y toma de decisiones eficientes.
Tablero de Órdenes de Envío: Similar al Tablero de Órdenes de Compra, esta función se centra en la gestión y monitoreo de órdenes de envío, facilitando operaciones logísticas fluidas.
Tableros v2: Una versión actualizada de la interfaz de tablero, probablemente con una mejor experiencia de usuario y características adicionales para una mayor usabilidad.
Tablero de Envíos Avanzados: Un tablero especializado para la monitorización avanzada y gestión de actividades relacionadas con envíos, ofreciendo información y funcionalidades más profundas.
Portal de Proveedores: Un portal dentro de DocBits dedicado a proveedores, que les permite interactuar y colaborar con el sistema, mejorando la comunicación y eficiencia en la cadena de suministro.
Constructor de Flujos de Trabajo: Una herramienta para crear y personalizar flujos de trabajo dentro de DocBits, permitiendo a los usuarios definir procesos específicos y automatizar el manejo de documentos según sus requisitos comerciales únicos.
Constructor de Diseño: Permite a los usuarios diseñar y personalizar el diseño de documentos dentro de DocBits, asegurando la alineación con los estándares de marca y usabilidad.
Modo de Anotación: Una función que permite a los usuarios hacer anotaciones y marcar documentos directamente dentro de la interfaz de DocBits, facilitando la colaboración y retroalimentación.
Mostrar informe: Funcionalidad para generar y mostrar informes dentro de DocBits, proporcionando información y análisis sobre varios aspectos del procesamiento y gestión de documentos.
Modelos y Etiquetas: Herramientas para definir y configurar modelos de reconocimiento de documentos y etiquetas dentro de DocBits, mejorando la precisión y eficiencia en el procesamiento de documentos.
Script de Documento: Probablemente una función para la creación de scripts y automatización de acciones o procesos específicos relacionados con el manejo de documentos dentro de DocBits.
Escaneo de Documentos: Capacidad para escanear documentos físicos e importarlos a DocBits para su procesamiento y gestión digital.
Extracción de Código QR: Una función para extraer información de códigos QR incrustados en documentos, permitiendo la captura y procesamiento automatizados de datos.
Datos Maestros Personalizados: Permite a los usuarios definir y gestionar campos y atributos de datos maestros personalizados dentro de DocBits, adaptando el sistema a sus necesidades comerciales específicas.
Tareas y Notificaciones: Funcionalidad para gestionar tareas y recibir notificaciones dentro de DocBits, asegurando una acción y comunicación oportuna con respecto a las actividades de procesamiento de documentos.
Actualizador de ACL de IDM: Este módulo probablemente se encarga de actualizar y gestionar listas de control de acceso (ACLs) dentro de DocBits, garantizando permisos adecuados y seguridad para el acceso y manejo de documentos.
DocBits Workflow Engine
In the realm of process automation, the DocBits Workflow Engine stands out for its straightforward and intuitive approach. This engine streamlines the creation and management of workflows through a clear and simple rule-based structure. The core principle behind its design is the "Easy When-And-Then" rule, which breaks down the automation process into three fundamental components: Trigger, Condition, and Action. This guide explains how each component functions within the system and how they work together to facilitate seamless automation.
The DocBits Workflow Engine operates on a basic yet powerful principle that makes workflow automation accessible to users of all skill levels. This principle is encapsulated in the "Easy When-And-Then" rule, which can be broken down as follows:
Definition: The "When" component represents the Trigger of the workflow. This is the event or condition that initiates the execution of the workflow. Triggers can be a variety of occurrences such as the arrival of a new email, a specific date and time, or the creation of a new document.
Example: "When a new customer form is submitted..."
Definition: The "And" component introduces the Condition that must be met for the action to proceed. Conditions serve as filters or criteria that refine the trigger, ensuring that the workflow is executed only under certain circumstances.
Example: "...and the customer is from the 'Enterprise' segment..."
Definition: Finally, the "Then" part specifies the Action to be taken once the trigger occurs and the condition is satisfied. Actions are the tasks or operations executed by the workflow, such as sending an email, updating a database, or creating a task in a project management tool.
Example: "...then assign the lead to the enterprise sales team and send a welcome email."
By assembling these three components—Trigger, Condition, and Action—the DocBits Workflow Engine allows users to create highly customized and efficient workflows. This modular approach not only simplifies the process of setting up automations but also offers the flexibility to create complex workflows capable of handling a wide range of tasks and processes.
The DocBits Workflow Engine's "Easy When-And-Then" rule exemplifies the engine's commitment to providing a user-friendly platform for automating processes. This straightforward rule, by breaking down automation into the essential elements of Trigger, Condition, and Action, makes it easier for users to conceptualize, create, and manage workflows. Whether you are new to workflow automation or an experienced professional, the DocBits Workflow Engine offers an efficient and accessible tool to enhance productivity and streamline operations.
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.
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.
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.
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.
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.
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.
"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.
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
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.
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.
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
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.
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.
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.
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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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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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 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
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.
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).
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.
This Card is intended to compare whether the selected fields in a document are equal/not equal, greater than... or less than... .
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 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
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.
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.
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.
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
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.
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.
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 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
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.
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.
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.
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.
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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In Order Confirmation Purchase Order
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.
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.
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.
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.
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. ``
Propósito de "Cuándo"
La sección "Cuándo" en una configuración de flujo de trabajo define las condiciones de activación que inician una acción de flujo de trabajo particular. Estas condiciones se basan en criterios especificados relacionados con atributos de documentos o actividades de usuarios dentro del sistema ERP.
Cómo Funciona
En tu interfaz, "Cuándo" parece ser un punto de partida donde los usuarios pueden seleccionar diferentes tarjetas de activación. Cada tarjeta especifica condiciones bajo las cuales se ejecutarán acciones posteriores (definidas en otra sección de la configuración del flujo de trabajo, probablemente etiquetada como "Acción").
Tarjetas de Condiciones de Tipo de Documento
Las tarjetas mostradas en la captura de pantalla son variaciones de las condiciones de "Tipo de Documento", que se utilizan para activar flujos de trabajo basados en el tipo de documento que se está procesando. Aquí tienes un desglose de cada tipo de tarjeta de condición mostrada:
Tipo de documento (Operador) uno de (Tipo): Esta tarjeta activa una acción cuando el tipo de un documento coincide con uno de los tipos especificados en una lista. El operador podría incluir opciones como "es" o "no es", permitiendo condiciones inclusivas o exclusivas.
Tipo de documento (Operador) (Tipo): Esta variante más simple se activa en función de una sola condición de tipo de documento. Normalmente verificaría si el tipo de documento "es" o "no es" un tipo específico, sin la opción de seleccionar entre varios tipos.
Selección del Tipo de Condición: Los usuarios comienzan seleccionando un tipo de condición relevante para el flujo de trabajo que desean automatizar. En este caso, los tipos de documentos son el foco.
Definición del Operador: Los usuarios deben decidir el operador lógico, como "es" o "no es", que establece la base para comparar los tipos de documentos reales con las condiciones definidas.
Especificación de Tipos de Documento: Dependiendo de la tarjeta, los usuarios pueden seleccionar uno o varios tipos de documento que activarán el flujo de trabajo cuando se procesen documentos de esos tipos.
Finalización de la Activación: Una vez que se configura la condición, se convierte en la base para activar acciones específicas definidas en el flujo de trabajo. Si un documento cumple con la condición establecida, las acciones definidas se iniciarán automáticamente.
En la práctica, estas tarjetas de activación son cruciales para automatizar procesos como aprobaciones, notificaciones o cualquier procedimiento que dependa del tipo de documento que se esté manejando. Por ejemplo, si un tipo de documento "es" una "Factura," y coincide con las condiciones establecidas en la tarjeta "Cuándo," el flujo de trabajo podría enrutar automáticamente el documento para su procesamiento de pago.
Esta configuración garantiza que los flujos de trabajo no solo sean eficientes, sino también adaptados a las necesidades operativas específicas de la organización, reduciendo la supervisión manual y acelerando los procesos de manejo de documentos.
En resumen, la parte "Cuándo" de la configuración de tu flujo de trabajo se trata de establecer el escenario para acciones automatizadas basadas en condiciones específicas y predefinidas. Es una herramienta poderosa para garantizar que tu sistema ERP reaccione dinámicamente a las necesidades del negocio, mejorando tanto la productividad como la precisión en la gestión de documentos.
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
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.
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.
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 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
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.
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.
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.
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
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.
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.
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.
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.
A document within the system is evaluated for export eligibility.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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 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.
When…
Document Type is Invoice: This condition ensures that the rule applies only to invoices, which is essential for directing the workflow correctly.
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.
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.
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.
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 specifically configured for managing cost invoices and involves an export action, possibly for reporting, further processing, or integration with other systems.
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.
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.
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.
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 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.
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.
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.
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.
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.
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 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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Explore the step-by-step workflow for material ordering, goods receipt, and invoice processing with INFOR ERP and DocBits integration. Effective supplier and document management in one.
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.
Ordering Materials
Initiate order with the supplier.
Send the order to the supplier through INFOR.
Receiving Order Confirmation
Supplier confirms the receipt of the order.
Creation and sending of order confirmation.
Goods Receipt and Inspection
Receive goods from the supplier.
Post goods receipt in INFOR and check against the delivery bill.
Invoice Processing
Receive invoice and send to DocBits for processing.
Check and verify invoice details with order and goods receipt.
Final Steps
Archive the order and related documents in DocBits.
Update INFOR with transaction details for financial accounting.
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.
INFOR ERP: Main system for order processing, goods receipt, and financial accounting.
DocBits: Document management for processing and archiving invoices and order confirmations.
Ensure all documents are verified and archived for record-keeping.
Discrepancies in order or invoice details must be resolved promptly to avoid delays.
If a customer requires a new document type or additional fields to be added to an existing document type layout, this section will go through all the information required to do so.
In DocBits you will find the SETTINGS menu in the upper bar on the DASHBOARD.
If you are logged in to DocBits as an admin, you will find all fields of a document that can be extracted under the respective document type.
Open the menu for Document Types.
In the following overview you will find all standard document types available for you
Activate/Extraction Type
To the right of each document type, you will see Activate and Extraction Type sliders.
Activate: This document type is active in your DocBits environment.
Extraction Type: This slider allows you to enable or disable a set of predefined rules for the document type when it is processed by DocBits. By selecting the gear icon to the right of the slider, the following menu will appear.
To see which fields can be extracted, for example from an invoice, click on FIELDS for this document type.
Field Settings
Here you will find all the fields that can be extracted
You can also CREATE FIELDS like freight, postage or any field with an amount you want to extract from your invoices.
For each field you can check the boxes if they are:
REQUIRED: Here you can define if the field must contain a value to continue.
READ ONLY: Here you can define if a field can only be displayed but not edited.
HIDDEN: Here you can define whether a field should be hidden or displayed in the extraction view.
FORCE VALIDATION: Here you can define whether a field must always be validated manually, even if it has been read 100% by DocBits.
OCR and MATCH SCORE: Setting as described below, per field.
FORMULA: Creation of a formula per field.
If all settings are made and should be saved, please confirm this with the SAVE SETTINGS button at the bottom of the page, otherwise the settings will not be applied.
Recognition Settings
OCR
Here you can set the sensitivity of the OCR (Optical Character Recognition) function for all fields at once. This value determines the sensitivity with which a field is marked in red if it could not be extracted with 100% certainty (OCR related!).
Match Score
This is where you can set the sensitivity of the MATCH SCORE function for all fields at once. This value determines when a field is marked in red if DocBits has not extracted the field with 100% probability. In this case the field needs to be validated manually.
The button RESTORE DEFAULTS will set back both values to “50”.
Profile
Here you can define the profile that shall be used. Either Default or ZUGFeRD. In profile ZUGFeRD there are predefined fields that are mandatory for this type of invoice. If you do not explicitly use ZUGFeRD, please select “Default”.
Format: JSON
Purpose: This step involves defining the structure of the EDI data. It includes specifying segments such as SAC
, N1
, and PO1
, and details the fields contained within each segment. For segments that contain nested structures, loops are defined to properly organize the data hierarchy.
Format: XSLT
Purpose: This step involves transforming the structured JSON data into a structured XML format, specifically tailoring the output to meet the requirements for further processing or integration. This transformation helps in extracting precise information like acknowledgement types, order details, and conditional elements based on specific values.
Format: XSLT (outputting HTML)
Purpose: Converts the XML data from Step 2 into an HTML format for previewing the transformed data in a readable and visually appealing format. The HTML layout includes styles for presentation and structures data like purchase orders, supplier details, and order terms for easy viewing.
Format: JSON
Purpose: Specifies JSON paths for extracting key values from the XML data produced in Step 2. These paths are used to retrieve specific data points such as purchase orders and currency, which are crucial for downstream processing and integration into other systems.
This updated sequence ensures a thorough process, transforming raw EDI data into structured, actionable information using JSON for data structuring, XSLT for transformation and HTML preview, followed by JSON paths for data extraction and integration.
First of all, ensure that the Layout Builder feature is activated. This can be done by navigating to Settings → Document Processing → Module → Document Type and ensure that the Layout Builder slider is set too active as shown below.
After this is done you can access the Layout Builder via Settings → Document Types, once on this page, you can select from the various document types you have created and either select “Edit Layout” as shown below
or if you have sub-document types within a created document type you can select “Document Sub Types” and select “Edit Layout” for the sub document type layout you wish to edit as shown below.
After following the previous steps you will reach a page like the one shown below.
In order to upload a document to the layout builder, simply navigate to the right on the screen
Click on the “Upload Documents” button or drag and drop your desired document into the provided area
Groups can be created by selecting the following icon.
Groups allow you to create different sections on a layout, this makes it easier to separate different groups of data or information to make a layout easier to follow. You can create a title for each group so that a user can know what information they will find in that group.
These are a set of default fields that can be dragged and dropped into the layout builder and are available to you to create your desired layout. These include:
Text – This is a text box which creates a field in the layout that can have text entered into it once on the validation screen.
Label – This is a field that can be used to create uneditable text, this could be used to create sub-headings or any other desired uneditable text when on the validation screen.
Checkbox – This creates a boolean type field which can be checked or unchecked.
Multi Checkbox – This functions the same way as the “Checkbox” but can be used when the user knows they will be adding multiple checkboxes in one section.
Horizontal Separator – This creates a horizontal line on the layout that can be used to split up sections within a group on the layout.
Table of Checkboxes – This lets the user create a table of checkboxes consisting of custom x- and y-axis values, eg.
Button – This creates a clickable button on the validation screen within the layout that can be set to one of three functions, including: Export, Export mit Sonderwunsch or Reject.
Extracted Tables -This allows you to place an area on the document layout that illustrates the table that gets extracted from the document. For information click here.
Invoice Buttons – This element lets you drag and drop a set of buttons that are optimized for invoices. When on the validation screen, when you select the invoice type (either cost or purchase) the PO Matching or Auto Accounting will disappear accordingly.
QR Code Fields – This element allows you to drag and drop a block that will display all the extracted information from a document when a QR code is present.
The user is able to create their own custom groups and fields for a document type, this can be done when originally creating a document type but also by selecting “Fields” when on the Document Types page in Settings.
In order to create the above space on the layout, a “Label” from the Form Elements must be used in a special way. The reason for this is that the Layout Manager operates according to a 100 space per line system in that 1 space represents 1 percent of a line, this means that fields can only take up 100 spaces per line as show below.
This means that the user must build the layout line by line according to this rule. For example let's say you would like to add the fields “Name” and “Date” in the same line but would like the “Name” field to be larger. This can be done by dragging and dropping the “Text” field from the Field Elements drop down and naming each field “Name” and “Date” as shown.
The problem now exists that they are both the same size of 33 (this is the default size of all dragged and dropped fields) but you would like the “Name” field to be larger than the “Date” field and both fields should take up the entire line on the layout. Therefore, by following the 100 percent rule, you can set the “Name” and “Date” fields to any combination of 100 that you would desire. This of course depends on how large you would like each individual field but for the purpose of this example we will set the “Name” field to 70 and the “Date” field to 30, the results are:
This same rule applies to all fields in the Layout Builder.
Now that this rule has been explained, creating blank spaces will make more sense. As previously mentioned, in order to create a blank space you have to use a “Label” from the Form Elements.
For example, let’s say that you would like to create a blank space between these two fields.
Step one is to drag and drop a “Label” between these two fields, once added you can click on the “Label” field you just added and on the left you will be presented with the properties of the field. Now, in the same way you would create or change the name of a field as shown previously, you will remove any name from the “Label” property like so
The result from doing this will then be
There is now a gap between the two fields. This gap can be extended or shortened according to the 100 percent rule discussed earlier, and with these functions you can create any desired layout.
DocBits excels in adapting document layouts according to their geographical origins while standardizing elements like currency formats based on user browser settings. Let’s explore how you can leverage the Layout Builder to customize layouts for different origins, such as the U.S. and Germany.
Currency and Format Standardization: Regardless of the original document’s currency or format, DocBits converts these elements into a standardized ISO format on the server, in line with the user’s browser settings.
Geographical Layout Customization: The system allows customization of document layouts based on their geographical origin. This means you can define specific fields and formats for documents from different countries.
U.S. Layout: For a U.S. invoice, you might include fields for city tax, aligning with the common tax structure in the U.S.
Germany Layout: In contrast, a German invoice layout may omit the city tax field, as it’s not a standard charge in Germany.
Select Origin Layout: In the Layout Builder, choose the base layout corresponding to the document’s origin.
Customize Fields: Adapt the layout by adding or removing fields. For instance, include ‘City Tax’ for a U.S. layout.
Apply and Test: Once customized, apply the layout to your documents and test to ensure accuracy.
Understand Regional Differences: Familiarize yourself with the tax and format nuances of different regions.
Consistent Updates: Regularly update your layouts to reflect any changes in regional regulations.
User Feedback: Utilize feedback from users in different regions to refine layouts further.
This feature by DocBits gives you an alternative to model classification as it allows you to write searchable regular expressions for a document type for classification and other purposes.
Document Type: The Regex Manager allows you to write regular expressions and this regex will then be searched for in the document, if it finds a match to the regex of a defined document, it then classifies that document to the corresponding document type. For example, if you wrote a regular expression to find “Gutschrift”. If DocBits found this term in a document it would classify that document as a credit note.
Document Origin: This lets DocBits know the country of origin of a document through regular expressions. For example, if a regular expression for a Spanish document contains the term “Factura”. If DocBits searches a document and finds this term then it would know that the document is of Spanish origin and classify it as such.
To find this feature in DocBits, from your Dashboard, navigate to Settings → Global Settings → Document Types. Within each of the created document types, there is a “Regex” option.
By clicking on “Regex” you will be taken to this menu, which displays the existing regex models that have been created as well as an “ADD” button for you to create new regex models.
Functioning LN to DocBits dataflow
Correctly configured DocBits environment
In Infor, open the ION Desk application. In the left tab, go to Connect → Connection Points
This is where you will create the two connection points needed to import your data from LN that is required for Auto Accounting.
Click on “+ADD” to create a new connection point, select the API option like below
You will need to configure two separate API connection points, namely:
ChartOfAccounts
FinalFlexDimensions
The connection tab for your ChartOfAccounts connection point should look similar to what is illustrated below. Give the connection point an appropriate name and description, as well as import the Service Account you created.
You will need to add two BODs in this section for this connection point. These being Sync.ChartOfAccounts and Sync.CodeDefinition, to add these BODs do the following:
Sync.ChartOfAccounts
Click on the PLUS (+) icon
Select “Send to API”
Search for the Sync.ChartOfAccounts BOD
Switch to the ION API tab, copy the API name and search for the API Call by pressing the SELECT button
At product, select the API Endpoint that you created for the environment you are working with, which you created in ION API. Search for the following API call, select the API call and press OK.
Next, switch the Request Body tab
Here is where you will configure the field mapping for this BOD, your configuration should look like the following. The field mappings are available at https://docbits.com/doc/field-mappings/.
Once you have completed the above steps, you will have successfully configured the Sync.ChartOfAccounts BOD. Click on the PLUS icon to add the next and final BOD.
Sync.CodeDefinition (TotalFlexDimensions)
The connection tab for your CodeDefinition connection point should look similar to what is illustrated below. Give the connection point an appropriate name and description, as well as import the Service Account you created.
Select “Send to API”
Search for the Sync.CodeDefinition BOD
Switch to the ION API tab, copy the API name and search for the API Call by pressing the SELECT button
Next, switch the Request Body tab
Here is where you will configure the field mapping for this BOD, your configuration should look like the following. The field mappings are available at https://docbits.com/doc/field-mappings/.
Once you have completed the above steps, you will have successfully configured the Sync.CodeDefinition BOD for the TotalFlexDimensions master data table.
The connection tab for your FinalFlexDimensions connection point should look similar to what is illustrated below. Give the connection point an appropriate name and description, as well as import the Service Account you created.
You will need to add one BOD in this section for this connection point. This being the Sync.CodeDefinition, to add this BOD do the following:
The connection tab for your CodeDefinition connection point should look similar to what is illustrated below. Give the connection point an appropriate name and description, as well as import the Service Account you created.
Select “Send to API”
Search for the Sync.CodeDefinition BOD
Switch to the ION API tab, copy the API name and search for the API Call by pressing the SELECT button
Next, switch the Request Body tab
Here is where you will configure the field mapping for this BOD, your configuration should look like the following. The field mappings are available at https://docbits.com/doc/field-mappings/.
Once you have completed the above steps, you will have successfully configured the Sync.CodeDefinition BOD for the FinalFlexDimensions master data table.
You will need to configure two separate data flows for Auto Accounting:
ChartOfAccounts
FinalFlexDimensions
An overview of this data flow looks as shown below (the amount of DocBits API connection points at the end depends on the amount of different environments you are configuring).
The configuration for this connection point depends on the LN company which contains the master data you wish to import into DocBits, yours should look similar to what is shown below.
The following documents need to be added to the data flow:
Sync.ChartOfAccounts
Sync.CodeDefinition
This is where you add the ChartOfAccounts API connection point which you created earlier, the configuration for this should look similar to this
An overview of this data flow looks as shown below (the amount of DocBits API connection points at the end depends on the amount of different environments you are configuring).
The configuration for this connection point depends on the LN company which contains the master data you wish to import into DocBits, yours should look similar to what is shown below.
The following document needs to be added to the data flow:
Sync.CodeDefinition
DocBits (FlexDimensions)
This is where you add the FinalFlexDimensions API connection point which you created earlier, the configuration for this should look similar to this
Once all the above is completed, you will need to navigate to Infor LN and trigger the BODs in order for the various master data you need for Auto Accounting to arrive in DocBits.
From the above menu, in the left menu tab, select Common → BOD-Messaging → Publish BODs → Publish Financial Master Data. From the following menu you will find the FlexDimensions and ChartOfAccounts BODs to publish.
Select the following BODs to publish by simply checking each box, no other changes need to be made as we want to publish all of these BODs so that the master data is complete in DocBits.
Once both of the above BODs are selected, navigate to the Options tab
Once on the Option menu, select the following options and select PROCESS to publish the BODs.
Once this is done you should see the three separate master data tables in your DocBits environment(s) under Master Data Lookup:
chartofaccounts
totalflexdimensions
finalflexdimensions
Open ION Desk → Connect → Connection Points
You will need 4 connection points for this dataflow, 3 API connection points for the different tax code categories (full, reduced and free) and an Application connection point representing your LN company.
In order to create new connection points, select the “+ADD” button”
Select “API” at the bottom of the list of options
You will be taken to the following page
This is where you will enter all the details of the TaxCode connection point. For each of the three connection points you will be creating do the following
Enter a Name: TaxCodeFull, TaxCodeReduced, TaxCodeFree
Description: This can be the same as the Name or similar
Import a service account you created.
Switch to the “Documents” tab and select the PLUS icon to add the BOD we need, like below
Search for the BOD
Search for the BOD called “Sync.LnTaxCode”, click on it and press “OK” to add the BOD.
Move on to the ION API section. Under API Call Name you can use the name of the BOD, Sync.LnTaxCode
Press the “SELECT” button
Select the API you configured for the environment you are working with and search for the following API. Once you have selected it, press “OK”.
Next, switch to the Request Body tab.
Here is where there will be a slight change for each connection point, this is seen in the field mappings you will assign to each tax code as they differ slightly.
In the field_mappings row, under value, is where you will put the specific field mappings for the specific tax code connection point you are creating (full, reduced or free). These mappings are available at https://docbits.com/doc/field-mappings/.
The end result should look the same or similar to the image above. Once this is done, click the SAVE option located here.
Navigate to ION Desk → Connect → Data Flows
Click on “+ADD” and select document flow
Create the following data flow by dragging and dropping the components from the to menu
Here is where you will select your LN company, the final result should look similar to the following
This is where you will add the Sync.LnTaxCode BOD from earlier, the result looks as follows
The Name and Description will depend on the environment you are using and your preferences.
The Name and Description will depend on the environment you are using and your preferences.
The Name and Description will depend on the environment you are using and your preferences.
This is where you select the API connection points you created earlier, this is done by selecting the API under the “Select ION API Connector” drop down menu.
The Name and Description will depend on the environment you are using and your preferences.
The Name and Description will depend on the environment you are using and your preferences.
The Name and Description will depend on the environment you are using and your preferences.
Once all the above is done, SAVE and ACTIVATE the data flow by pressing the following buttons
Open LN in Infor
Navigate to Common → BOD Messaging → Publish BODs → Publish Financial Master Data
Select MORE and click on LnTaxCode
Tick the checkbox to select the LnTaxCode BODs
Navigate back to the OPTIONS tab, your configuration should look as follows
When you would like to publish the BODs, select PROCESS.
The end result should give you a similar table in your DocBits environment.
A guide to importing master data from INFOR LN.
A guide to exporting documents in DocBits.
The export module is located, on the Dashboard, under Settings → Document Processing → Export.
To add a new export configuration, select “+ New”
Select the method you would like to use for your export configuration.
Once you have selected the method you would like to use, you will need to upload the various information and files required for that method of exporting.
Once you have one or many export configurations in your DocBits, you have the option to activate or deactivate configurations depending on your needs.
The configuration below is activated, indicated by the green dot to the left of the configuration name.
To deactivate the export configuration, select the options button to the right of the configuration as shown below.
You are given three options
Deactivate: The export configuration will no longer be functional (indicated by a red dot next to the configuration name).
Edit: Make changes to the details of the configuration.
Delete: Delete the configuration.
Download a BOD Mapping File and open it in your applicable file editor of choice to edit it. For this walkthrough, VSCode is used.
Change the company to the correct one (SFV_AccountingEntityID) and edit location ID if needed.
Check the document code by going to the field settings of the document type you are trying to export (found in URL of field settings of document type in DocBits like below
Lastly, edit the SFV_LogicalID which can be found in INFOR ION DESK → Connect → Connection points and select the DocBits_Export or similar connection point and within that page you will find the Logical ID you need.
If this Connection Point does not yet exist, you need to create one.
First, go to ION Desk → Connect → Connection Points and click on the “+ Add” button”
Then select the “IMS via API Gateway” option
You will be taken to the above screen where you must now fill in the necessary information, the name should be something like “DocBits_export” or similar.
For “ION API Client ID” you enter the same Client ID you obtained earlier for the ION Mapping File.
Then select the Document tab of the Connection Point creation menu and add the following documents by pressing the “+” sign, this will only become useful later.
Once you save this Connection Point you will obtain the Logical ID as shown below
Then insert this Logical ID into the appropriate section of the BOD Mapping File and save the file.
Drag and drop the file into your export configuration in DocBits. This is available at Settings → Export.
Once obtained, open the file in your applicable file editor of choice. For this walkthrough, VSCode will be used.
Check the document type code is as it is in DocBits (like with the BOD Mapping File it should match the name of the doc type in the URL of the field settings) and also check the name of the document type as it should be in Document Manager (IDM) in Infor.
FYI: It states that the name of the document type in IDM is M3_SupplierInvoice, this is due to this being an example from an M3 instance. This can change depending on if you use LN or M3, as well as your specific IDM configuration.
Check the company ID, and check Entity ID (SF_MDS_EntityType) this value should be the same as it was in the BOD Mapping File.
Ensure the IndexFieldFromDocBits=IDMAttributeID (check if DocBits on the left in the field settings matches IDM on the right in Document Type → Attributes).
Go to Document Manager and select the name of the current document type you are trying to export, for example, Supplier Invoice.
Click the above icon and then click Administration → Document Type and then find the document type you need in the list
As shown below, you will then see the doc type name as it is in INFOR
Make sure this is how the name is shown in the IDM Mapping File
Once the file is prepared, upload it to your export configuration in DocBits. This is available at Settings → Export.
You will need to create the DocBits API connection point in order to create the data flow later.
In InforOS, navigate to ION Desk → Connect → Connection Points
Once here, you will need to create a new connection point.
Select API
Give the connection point a name and description that describes its nature and its environment. Under the Connection tab, import the service account you created for the environment you are working with.
Next, switch to the Documents tab. You will need to add the following BODs to the connection point, not all are necessary for the supplier and purchase order master data but will be useful when other features such as Auto Accounting need to be implemented.
For now we will only focus on the necessary BODs, these being: Sync.RemitToPartyMasterData, Sync.SupplierPartyMaster and Sync.PurchaseOrder.
Sync.RemitToPartyMasterData and Sync.SupplierPartyMaster
The configuration for these two BODs should look similar to the following (API Call Name changing for each)
Sync.PurchaseOrder
The configuration for this BOD should look similar to the following
Once these BODs are configured, you can save the connection point by pressing the icon located right to the back button.
The data flow will look similar to the following
(The reason for multiple DocBits APIs is due to each connection representing a different environment meaning, depending on the amount of environments you have, your data flow could differ slightly)
For the purpose of this explanation we will use the example of having four separate environments.
The start of the data flow consists of your M3 application
Configuration of the filter looks as follows
(The accounting entity ID of course being unique to your organization)
Here you will add an application and select the DocBits API(s) you created earlier
The configuration should look as follows
Navigate to the Infor M3 application
Once at the main menu, type Command + R to open the command prompt search box. Then type evs006 and search.
Once on this page, you will need to add the SupplierPartyMaster, RemitToPartyMaster and PurchaseOrder to the list.
BOD noun: SupplierPartyMaster
Table: CIDMAS
BOD noun: RemitToPartyMaster
Table: CIDMAS
BOD noun: PurchaseOrder
Table: MPHEAD
For each case you will need to press the plus icon to add them to list.
After you have added each of the BODs, right click on the BOD noun of the BOD and select Related → Run
You will be taken to the following menu, where you will need to change BOD verb to Sync and then press NEXT to trigger the BODs.
Once you trigger the BODs, you will get a notification confirming this.
If done successfully, the Supplier and Purchase Order tables should now be available under Settings → Master Data Lookup.
M3 export mapping file is divided in 5 sections and each section is further divided into 2 sections
Header
Header Static Fields
Header Fields
Tax Lines
Tax Line Static Fields
Tax Line Fields
Receipt Lines
Receipt Line Static Fields
Receipt Line Fields
Order Charge Lines (Additional Amounts)
Order Charge Static Fields
Order Charge Fields
Cost Lines
Cost Line Static Fields
Cost Line Fields
Adding New Field:
First we need to add the M3 api field name to the relevant section’s fields list property (e.g. StaticFields, HeaderFields, InvoiceTaxFields)
Define the static value or document field name for the api field with appropriate prefix for the section
Example 1: To define a static value of AAA for the M3 api field DIVI. First we added DIVI to StaticFields property. Then we add a line SF_DIVI = AAA as SF_ is the prefix for static fields
Example2: To map header field IVDT (invoice data) to invoice_date field of DocBits. First we add IVDT to HeaderFields property. Then we add a line HF_IVDT = invoice_date as HF_ is the prefix for header fields
Removing Field:
Just remove the field from section’s field list property and remove the line defining value for the field.
Available M3 fields can be checked by opening appropriate screen in M3.
Similarly you can get field names for lines
Fields List Property: StaticFields
Section Fields Prefix: SF_
Available Fields: You can map any M3 api field with any static value
Fields List Property: HeaderFields
Section Fields Prefix: HF_
Available Fields: You can map any DocBits field to any M3 api field
Fields List Property: InvoiceTaxStaticFields
Section Fields Prefix: IT_SF_
Available M3 Fields: Please check M3 API or UI
Available DocBits Fields: You can put any value as they are static fields
Fields List Property: InvoiceTaxFields
M3 Fields Prefix: ITF_
DocBits Table Field Prefix: TF_
Available M3 Fields: Please check M3 API or UI
Available DocBits Fields: line_number, tax_amount, tax_rate, net_amount, gross_amount, tax_code_full, tax_code, tax_country
Fields List Property: InvoiceReceiptStaticFields
Section Fields Prefix: IR_SF_
Available M3 Fields: Please check M3 API or UI
Available DocBits Fields: You can put any value as they are static fields
Fields List Property: InvoiceReceiptFields
M3 Fields Prefix: IRF_
DocBits Table Field Prefix: TF_
Available M3 Fields: Please check M3 API or UI
Available DocBits Fields: packing_slip, purchase_order, line_number, line_sequence, delivery_number, delivery_line, amount, quantity, total_net_amount
Fields List Property: OrderChargeStaticFields
Section Fields Prefix: OC_SF_
Available M3 Fields: Please check M3 API or UI
Available DocBits Fields: You can put any value as they are static fields
Fields List Property: OrderChargeFields
M3 Fields Prefix: OCF_
DocBits Table Field Prefix: TF_
Available M3 Fields: Please check M3 API or UI
Available DocBits Fields: ledger_account, dimension_2-7, amount, quantity, quantity2, position
Fields List Property: InvoiceCostStaticFields
Section Fields Prefix: IC_SF_
Available M3 Fields: Please check M3 API or UI
Available DocBits Fields: You can put any value as they are static fields
Fields List Property: InvoiceCostFields
M3 Fields Prefix: ICF_
DocBits Table Field Prefix: TF_
Available M3 Fields: Please check M3 API or UI
Available DocBits Fields: ledger_account, dimension_1-12, amount, quantity, quantity2, position
New update
If you only require your document to be exported to IDM or Document Management in INFOR, the configuration is similar to that of the export to IDM + LN/M3 but does not require any BOD Mapping file as there is no export to LN/M3 required.
Select the following option for exporting.
You will be required to upload an ION API file as well as an IDM Mapping file.
How to obtain these has been discussed earlier in this documentation. ION API file and IDM Mapping file.
Once at the home screen, click on the burger menu and select ION API
After opening ION API, click on Available APIs in the left menu
Click on “+ADD” block
Then “+ Create New”
The information you insert should look like this
FYI: The description has multiple environments as this will be used for multiple environments and the icon and its color always remain the same.
Next, select the + at the bottom of the screen
This Target Endpoint URL can be found at doc2api.cloudintegration.eu
The information underneath this field should look as follows.
Once you have filled in this information, to the right of these fields there is a “Target Endpoint Security” field with a drop down. Select API Key from this drop down.
A table will then appear underneath this drop down, fill in the following information. The key value is specific to the customer and environment, it can be found within DocBits.
From the Dashboard → Settings → Integration → API Key
Copy and paste this into the Key Value field in InforOS
Once this is complete, press the following icon to save the configuration
You are not yet completely done with the configuration.
Go back into the API you just configured and enter the details like below
Go to the Documentation tab at the bottom and click on the +
Enter the following details:
Name = DocBits-”environment”
Type = Swagger
URL = go to doc2api.cloudintegration.eu, once on this page, open the following link
Copy the URL and use it for the URL field in InforOS
Save it once you have entered the information for all the fields. There should be a loading icon for a while but the end result should look like this
The same process would be used to create the endpoints for other environments.
FYI: If in the future you are struggling to find these endpoints, in ION API go to API Metadata and click on this icon to refresh the API metadata.
From the DocBits Dashboard of the required customer, go to Settings → Export, to add a new document type for export, do as follows:
Click on the “+ New” button
Select “Infor IDM + ION BOD”
You will then be taken to this menu where you need to give the new exportable document type a Title, select the document type from the dropdown and add all the necessary Mapping Files (ION, IDM and BOD).
You have created:
An ION API Endpoint
An ION API File
A BOD Mapping File
An IDM Mapping File
Before you set up the data flow, you need to import the mapping files into InforOS
In ION Desk → Connect and open Mappings
Click on the Import icon
From here you need to select the various mapping files you will need which include: SyncCaptDoc_SyncSuppInv, SyncSupplierInvoice_LoadSupplierInvoice, and LoadSupplierInvoice_ProcessSupplierInvoice.
Once you have imported all the mappings files, make sure to approve each of them by clicking the tick icon within each of their squares on the Mapping dashboard.
The next step is to setup the Data Flow in ION Desk, navigate to the ION Desk application and select Data Flow → + ADD → Document Flow like below
You will then see this page, this is where you will build the flow of information from DocBits to M3
An LN data flow will look similar to what is shown below (there are multiple paths due to each individual path being meant for a specific document type, for this explanation we will focus on the invoice data flow).
All parts of the chain are dragged and dropped from the top section
In the chain, DocBits and LN are both Applications whereas in between them there are mappings that convert the data into a form that can be understood by the next section of the dataflow and “map” the information so that it goes to where it is needed or meant too.
Give it the appropriate name such as “DocBits” then select the plus sign and search for the connection point you created earlier such as DocBits_Export or similar and click on it.
To create this connection point, go to ION Desk → Connect → Connection Points
Click “+ Add”
Select “IMS via API Gateway” and fill in the following information
The ION API Client ID is in the ION API File you created at How to Create an ION API File under the “ci” value.
Switch to the document tab, and add the Sync.CaptureDocument BOD to the DocBits connection point like below.
Then save the connection point by pressing the disk icon in the upper-left corner.
Navigate back to the Dataflow section of ION Desk to access your dataflow. Your DocBits application should look similar to what is shown below.
The first mapping node should look as follows
The second mapping node should look as follows
There should already be an LN or similarly named connection point (for the appropriate LN company) created in INFOR so, just like the DocBits Application you select it by clicking the “+” sign and it should look as follows
The following configurations should look as follows:
The last icon should be empty as it is not carrying any document or information.
Once you have added all necessary nodes to the data flow, press this button to activate the data flow
A guide to importing master data from INFOR M3.
You will need to create the DocBits API connection point in order to create the data flow later.
First, in InforOS, navigate to ION Desk → Connect → Connection Points
Once here, you will need to create a new connection point.
Select API
Give the connection point a name and description that describes its nature and its environment. Under the Connection tab, import the service account you created for the environment you are working with.
Next, switch to the Documents tab. You will need to add the following BODs to the connection point.
Ack-SupplierInvoice
This BOD is used to signal on DocBits that an error has occurred within Infor. The configuration for these two BODs should look similar to the following (API Call Name changing for each)
Sync.PurchaseOrder
The configuration for this BOD should look similar to the following
Sync.ReceiveDelivery
The configuration for this BOD should look similar to the following
Once these BODs are configured, you can save the connection point by pressing the icon located right to the back button.
The data flow will look similar to the following
(The reason for multiple DocBits APIs is due to each connection representing a different environment meaning, depending on the amount of environments you have, your data flow could differ slightly)
For the purpose of this explanation we will use the example of having four separate environments.
The start of the data flow consists of your LN application
Here you will add an application and select the DocBits API(s) you created earlier
The configuration should look as follows
Once all the above is completed, you will need to navigate to Infor LN and trigger the BODs in order for the various master data you need for Suppliers and Purchase Orders to arrive in DocBits.
From the above menu, in the left menu tab, select Common → BOD-Messaging → Publish BODs → Publish Order Management Transactional Data
Select the PurchaseOrder tab and check the box.
From the LN homepage, in the left menu tab, navigate to Common → BOD-Messaging → Publish BODs → Publish Logistics Master Data
Select the PartyMaster tab and check the Supplier → Buy-from or SupplierPartyMaster box.
Once all the correct BODs have been checked for publication, select the Options tab.
The following options should be selected.
Once this is complete, press the PROCESS button and the BODs will be triggered. A message will appear on screen to notify you that the BODs have been triggered.
If done successfully, the Supplier and Purchase Order tables should now be available under Settings → Master Data Lookup.
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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.
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.
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.
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.
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.
Functioning M3 to DocBits dataflow
Correctly configured DocBits environment
In Infor, open the ION Desk application. In the left tab, go to Connect → Connection Points
This is where you will create the connection point needed to import your data from M3 that is required for Auto Accounting.
Click on “+ADD” to create a new connection point, select the API option like below
You will need to configure the API connection point called:
ChartOfAccounts
The connection tab for your ChartOfAccounts connection point should look similar to what is illustrated below. Give the connection point an appropriate name and description, as well as import the Service Account you created.
You will need to add two BODs in this section for this connection point. These being Sync.ChartOfAccounts and Sync.CodeDefinition, to add these BODs do the following:
Click on the PLUS (+) icon
Select “Send to API”
Search for the Sync.ChartOfAccounts BOD
Switch to the ION API tab, copy the API name and search for the API Call by pressing the SELECT button
At product, select the API Endpoint that you created for the environment you are working with, which you created in ION API. Search for the following API call, select the API call and press OK.
Next, switch the Request Body tab
Here is where you will configure the field mapping for this BOD, your configuration should look like the following. The field mappings are available here.
Once you have completed the above steps, you will have successfully configured the Sync.ChartOfAccounts BOD. Click on the PLUS icon to add the next and final BOD.
The connection tab for your CodeDefinition connection point should look similar to what is illustrated below. Give the connection point an appropriate name and description, as well as import the Service Account you created.
Select “Send to API”
Search for the Sync.CodeDefinition BOD
Switch to the ION API tab, copy the API name and search for the API Call by pressing the SELECT button
Next, switch the Request Body tab
Here is where you will configure the field mapping for this BOD, your configuration should look like the following. The field mappings are available here.
Once you have completed the above steps, you will have successfully configured the Sync.CodeDefinition BOD for the M3FlexDimensions master data table.
You will need to configure the following data flow for Auto Accounting:
ChartOfAccounts
An overview of this data flow looks as shown below (the amount of DocBits API connection points at the end depends on the amount of different environments you are configuring).
The configuration for this connection point depends on the M3 company which contains the master data you wish to import into DocBits, yours should look similar to what is shown below.
The following documents need to be added to the data flow:
Sync.ChartOfAccounts
Sync.CodeDefinition
For the second route of the dataflow (according to the routing in the data flow), we apply a filter with the following configuration.
This is where you add the ChartOfAccounts API connection point which you created earlier, the configuration for this should look similar to this
Once all the above is completed, you will need to navigate to Infor M3 and trigger the BODs in order for the various master data you need for Auto Accounting to arrive in DocBits.
Start by pressing Command + r, to open the prompt menu, type “evs006” and press enter.
The following menu will be displayed to you
To add the various BODs you will need to enter the BOD nouns and Table names for each BOD individually.
The BODs you need to add include:
ChartOfAccounts
CodeDefinition
CodeDefinitionAccountingDimension
To add the new BOD after, after entering the BOD Noun and Table Name, press the pLUS icon indicated below
The BOD nouns and Table names are as follows.
ChartOfAccounts
BOD Noun: ChartOfAccounts
Table Name: FCHACC
CodeDefinition
BOD Noun: CodeDefinitionAccountingDimension
Table Name: FCHACC
After adding each BOD, right click on the BOD you added, select Related and then Run.
You will be taken to this screen.
Change BOD Verb to “sync” and press NEXT.
Once you press NEXT, you will get a notification indicating that the BOD publishing process has begun.
In order to import the m3costingelement table into DocBits, you need to do the following.
From the M3 Homepage, type Command + r and search the “PPS280” prompt.
Select any of the lines displayed to you. On the next menu, select TOOLS and “Export to Excel”
Select “Export all Rows” and then press EXPORT.
Once downloaded, you will need to alter the excel file before converting it into a CSV file.
You will need to open the excel file, it will look similar to what is shown below.
From this excel sheet you only need the first 2 columns, alter the excel sheet so that the end result looks as follows.
Once this is done, save the file as a CSV.
Once you have your CSV file, go to the following webpage. This depends on which environment you are using:
Prod: http://api.docbits.com/
Sandbox: http://sandbox.api.docbits.com/
Stage: http://stage.api.docbits.com/
Demo: http://demo.api.docbits.com/
Dev: http://dev.api.docbits.com/
Here you will manually upload the CostingElement table via an API. Click on the Authorise button.
Here you will need to insert the API Key from your DocBits environment. This is located in Settings under Integration.
Once complete, search for the API called master_data_lookup/import_data and fill in the required information. Once complete, click EXECUTE to trigger the API.
If done correctly, the M3CostingElement table should now be in your DocBits environment. Auto Accounting for M3 has now been configured for your environment.
This is created in INFOR ION API → Authorized Apps and an app like below should be shown
If not, then you need to create a new Authorized App. This can be done clicking the plus sign
Once you have entered the Name (DocBits_*Environment*) and Type (case specific) of the new Authorized App, you will be taken to a page where the Client ID and Secret have been generated automatically.
The information you fill in should be similar to what is shown above, it is important to enable the “Issue Refresh Tokens” slider at the bottom of the page.
Click “Download Credentials” to download the ION Mapping File.
Once you have downloaded the ION API file from Infor, you can upload it by going to Settings → Document Processing → Export like below
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