This the multi-page printable view of this section. Click here to print.

Return to the regular view of this page.

Pryme AP Automation

Pryme AP Automation is an AI-powered data capture and extraction of incoming invoices. It uses an external OCR service (Optical Character Recognition) that generates electronic documents from a PDF or an image, and automatically creates an incoming document in Business Central.

Features in Pryme AP Automation

PDF viewer

There is a dynamic PDF viewer accessible in the Fact box pane from any page handling Purchase documents within Business Central. You will have all information side-by-side, with the information in the PDF markable for easy copy - paste where needed. You can also zoom for better visualisation, and it is possible to open and view the full-scale PDF in a separate window.

Remaining amount to match

In the Incoming document details fact box, you have information about the remaining amount that needs to be allocated on the invoice lines, so the purchase invoice matches the incoming documents amount. If the invoice total does not match the incoming document amounts, posting will be prevented. Therefore, if the sum of the lines is not matching the total from the Incoming document, a warning message will show before an approval flow is started.

Map text to account available from additional pages

From the vendor or the purchase invoice you have quick access to the Map-text-to account page, enabling use of suggested lines on the Purchase documents based on recognised vendors and/or texts on the documents.

Posting date set to document date on purchase documents

This features enables the possibiltiy to set the Posting date automatically to the document date, instead of today’s date or blank as possible in the standard Business Central functionality.

New Stack Icons in Role Centers

New stack icons have been added to the role centers for Accountant, Business Manager, and Accounts Payable Coordinators. These icons provide quick access to various document statuses, e.g. Invoices to approve, Failed Incoming Documents, New Incoming Documents, Purchase Invoices on Approval, Purchase Invoices Approved.

Create New Vendor from Incoming Document Details

If incoming documents contain vendor details not found in the current vendor list, the incoming document will fail to be created. Users can now create or select a vendor directly from the document, or the Correct OCR Data page, using the information from the incoming document. In combination, users can also use existing vendor templates for quick setup of new vendors.

Rejected Status for Purchase and Sales Documents

A new Rejected status has been added for both Purchase and Sales documents. This status is automatically applied when a document is rejected through the approval workflow. Rejected documents can still be modified and resubmitted for approval, following the standard Business Central process for the Open status. This provides better visibility and control over documents that were not approved and ensures that they can be adjusted as needed before being resubmitted for approval.

Bank account details validation

This functionality enables validation of IBAN, SWIFT, Bank Account No, and Bank Branch No on the Vendor Card against an incoming document. If there is a mismatch between the vendor’s saved details and the incoming document, automatic creation of purchase documents will be blocked, and a warning will prompt manual correction. Users can override this warning and enable or disable the feature globally or on a vendor-specific basis.

Line Approval for Purchase Documents

Introduces the ability to approve individual purchase lines within documents. Each line can have its own status (Open, Pending Approval, Approved, or Rejected), providing more flexibility when handling approvals. Rejected lines can be modified and resubmitted.

This feature works alongside the existing workflow for approving the entire document, but only one workflow can be active at a time. For example, if lines are sent for approval, the header cannot be sent for approval until the line workflow is completed, and vice versa.

Simplified Approval Pages for Purchase Documents

Simplified approval pages have been introduced for both purchase invoices and purchase credit memos. These pages display only the essential fields required for approvals, include a larger PDF preview for better document visibility, and now allow users to perform approval actions directly on the simplified pages, similar to the standard pages.

1 - Setup and configuration

1.1 - Install and configure

Learn about how you install and cofigure Pryme AP automation

Install Pryme AP automation

Before you install the Pryme AP Automation app you must have an Email account set up in Business central.

Download and install the Pryme AP automation app from Microsoft appsource. When the app is installed Assisted setup starts automatically. You can configure the app now (start at 3) or do it later (start at 1).

  1. Choose the 🔎 icon, enter Assisted Setup, and select the related link.
  2. Find the section for Pryme AP Automation and click Setup Pryme AP automation.
  3. Enter or confirm your company details and contact information.
  4. Open the Pryme AP automation setup page. Enter the password for the app. Note! You must enter the same password in all the three fields. The password must be minimum 8 characters and contain at least one lowercase letter and one special character.
  5. Click Next to process the information and complete the registration.
  6. Upon completion, the email address provided to send purchase documents for processing will be available. This information will also be sent in an email to the contact person.

1.2 - Basic setup

Learn about setup that needs to be done before you start using Pryme AP Automation.

Setup Pryme AP Automation

After installing Pryme AP Automation, you need to perform the following basic setup:

  1. Choose the 🔎 icon, enter Pryme AP Automation Setup, and select the related link.

Enable Posting Date Change fast tab

To automatically set the Posting Date to match the Document Date when creating a purchase invoice:

  • Toggle this option on to enable automatic synchronization of the Posting Date with the Document Date.
  • If this option is toggled off, the Posting Date will default to today’s date, following the standard Business Central behavior.

Bank Details Validation fast tab

This functionality enables validation of IBAN, SWIFT, Bank Account No, Bank Branch No, on the Vendor card against an incoming document. If there is a mismatch, automatic creation of purchase documents will be blocked, and a warning will prompt manual correction. Users can override this warning and enable or disable the feature globally or on a vendor-specific basis.

If you toggle on the Default Bank Details Validation you will be prompted with a message asking if you want to apply the default values to all vendors. This will update the Vendor Cards to match the validation settings specified on the setup page.

You can decide which fields to validate when enabling the feature:

  • IBAN
  • SWIFT
  • Back Account No
  • Bank Branch No

Edge

This configuration allows users to open PDF files in the app automatically without downloading them first. Note that this is not a global setting and must be configured individually for each client.

  1. Start Microsoft Edge.
  2. Navigate to edge://settings/content/pdfDocuments.
  3. Toggle off the switch for Always download PDF files.

If Edge still downloads the document:

  1. Start Microsoft Edge.
  2. Use the shortcut Ctrl+J or manually open the Downloads panel from the menu.
  3. Right-click on one of the PDF files in the list.
  4. Select Always open with system viewer.

1.3 - Workflows

Learn about setup workflows.

Pryme AP Automation boasts a robust integration with Power Automate, offering a suite of customized document approval workflows. This integration is key to automating and streamlining the approval processes, adaptable to the unique requirements of each organization.

General Functionality of Customized Workflows

The application leverages Power Automate to create flexible and multi-layered workflows for document approval. These workflows are designed to handle a variety of scenarios and can be tailored according to the specific needs and policies of each organization. The functionality includes:

  • Dynamic approval processes based on document attributes such as value, type, or project association.
  • Customizable thresholds and conditions to match organizational approval hierarchies and protocols.
  • Advanced automation capabilities to reduce manual intervention and speed up the approval cycle.

These workflows are underpinned by custom APIs developed for Pryme AP Automation, ensuring seamless integration and optimal performance.

Automatic API Installation

Upon installing Pryme AP Automation, these custom APIs are automatically set up in the background, eliminating the need for manual configuration. This allows users to immediately benefit from the advanced functionalities integrated into their Power Automate environment.

Importing Workflows into Power Automate

The Power Automate workflows, while crafted for Pryme AP Automation, require a simple import process:

  1. In Power Automate, go to the ‘My flows’ section.
  2. Select ‘Import’, and then choose the flow package provided with Pryme AP Automation.
  3. Follow the prompts to complete the import process.

The integration of Power Automate with Pryme AP Automation marks a significant advancement in automating document approval processes, ensuring adaptability and efficiency in workflow management.

Enabling Rejected Status

To use the new Rejected status in Pryme AP Automation, enable the Pryme-specific workflows in Business Central. Follow these steps:

  1. Choose the 🔎 icon, enter Workflows, and select the related link.
  2. If any standard workflows are already set up, disable them to prevent conflicts.
  3. Click New Workflow from Template.
  4. In the filter, search for Pryme.
  5. Select the appropriate Pryme workflow for your needs (e.g., Sales, Purchase Invoice, or Credit Memos). Flow
  6. Click OK to create the workflow.
  7. Open the workflow you created and enable it.

Once enabled, the Pryme AP Automation workflows will support the Rejected status.

2 - Process

The process in Pryme AP Automation

Pryme AP Automation is a service that interprets a pdf or an image and automatically creates an creates an electronic incoming document in Business Central.

Incoming documents is the inbox for your purchase invoice from the interpreted file.

Create incoming documents

You can create an Incoming document in Business central; by e-mail, or by uploading document.

E-mail

Send an e-mail with the attached invoice to the designated e-mail address for Purchase invoices. The invoice will be interpreted by the Pryme AP Automation service and the invoice will be updated in less than 5 minutes.

Upload a document

If you have the invoice stored on your computer, you can upload the file.

  1. Choose the 🔎 icon, enter Incoming documents, and select the related link.
  2. Procced with Send to AI Engine Service (under Actions -> AI Engine). The invoice will be interpreted by the Pryme AP Automation service and the invoice will be updated in less than 5 minutes.

Create purchase document

You can setup a workflow to automatically create the purchase documents. When you start using the app, it can be a good idea to initially create the purchase documents manually to understand the app’s workings and limitations of automation.

  1. Choose the 🔎 icon, enter Incoming documents, and select the related link.
  2. Select a purchase document and rewiew the details.
  3. If any data is inaccurate, open Correct AI Engine data. Adjust the data as required, and Send AI Engine feedback.
  4. Choose the Create Document to create the purchase document.

Handle errors in incoming documents

If an error is encoundtered, you must resolve it berofe manually creating the Purchase document.

Data incorrectly populated

If data was incorrectly populated, you must enter the process of Correct AI Engine data, which will correct and resend the corrected inputs to the AI Engine. The service will take this feedback into account when scanning future documents of the similar type.

New Vendor on the incoming document

If incoming documents have vendor details that do not align with the current vendor list, the incoming documents cannot successfully be turned into purchase invoices. To resolve this, you can create a new vendor directly from the incoming document. Vendor templates are available for use if needed.

  1. In the Incoming Documents page, click the Create Vendor button in the header. You can also access this option by:
    • Clicking the error message related to missing vendor details.
    • Going to the Correct AI Engine data page of the incoming document and selecting the vendor from there.
  2. The vendor list will appear. From the vendor list, either select an existing vendor or choose New to create a new vendor. Vendor templates are available for use.

Create a purchase document manually

When the data on the incoming document is correct you choose the Create Document action to create the purchase invoice. Once the document is created, you can implement the process for approvals using the workflows in Business Central.

3 - Pryme AP Automation Release Notes

2.1 (January 2025)

Application Updates

Add Approval Logic to the Simplified Pages

Approval logic has been added to the simplified Purchase Invoice page and the simplified Purchase Credit Memo page. Users can now approve, reject, or delegate both headers and lines directly on these pages, aligning them with the existing functionality in the standard pages. Learn more about the invoice page.

Simplified Approval Page for Purchase Credit Memos

A simplified Purchase Credit Memo approval page has been added. It displays only the essential fields required for approvals and includes a larger PDF preview for better document visibility. Learn more about the credit memo page.

Fixes and Minor Adjustments

  • #274 Fixed an error that occurred when adding purchase lines for unsupported document types.
  • #259 Updated Assisted Setup titles and descriptions to consistently use “Pryme AP Automation.”
  • #269 Updated all references from “AI for AP” to “AP Automation” across the application.
  • #278 Fixed validation issues causing duplicate workflows in the Workflow and Workflow Templates pages.
  • #297 Resolved permissions issues in the Purchase Document Log PAYME table by adding scoped permissions.

2.0.2 Hotfix (January 2025)

Fixes and Minor Adjustments

  • #274 Fixed an error that occurred when adding purchase lines for unsupported document types.

2.0.1 Hotfix (January 2025)

Fixes and Minor Adjustments

  • #267 Fixed status validation error during posting, allowing modifications to purchase lines even when their status is not open or rejected.
  • #271 Fixed an issue with the approver chain for purchase lines where approval entries were not being created.
  • #272 Fixed line status logging to ensure accurate recording of status changes in the purchase document log.
  • #273 Added a Project Manager field to the purchase header for project manager-based approvals.

2.0 (December 2024)

Application Updates

Purchase Line Approval Logic

Approval logic for individual purchase lines in documents has been introduced. This allows users to approve, reject, or delegate lines independently of the document header, providing greater flexibility in workflows and better control over approvals. Learn more.

Simplified Purchase Invoice Approval Page

The simplified approval page for purchase invoices now shows only the essential fields, with a larger PDF preview for better document review. Learn more.

Fixes and Minor Adjustments

  • #232 Addressed currency code validation issues when creating new vendors to prevent errors during document creation.
  • #176 Improved workflow logic for purchase line approvals, ensuring seamless status updates and event handling.
  • #245 Enhanced functionality in the simplified invoice approval page for user-friendly approvals.
  • #226 Updated purchase document logs to record changes to purchase lines, including status updates and approvers.

1.9 (December 2024)

New Features and Improvements

Bank Detail Validation Enhancements

  • The SWIFT Code has been added to the bank detail validation process. It is now verified alongside other bank details to ensure consistency and accuracy.
  • New toggles have been added in the Pryme AP Automation Setup page. These toggles allow users to control the default values for fields related to bank detail validation in the Vendor Card, providing greater customization for validation defaults based on specific needs.
  • Additionally, new toggles have been added under the Invoicing group in the Vendor Card. These toggles enable users to control which fields should be included in the bank detail validation process, offering more control over the validation criteria.

App Name Change

  • The name of the app has changed from Pryme AI for AP to Pryme AP Automation. This new name better reflects the expanded capabilities and scope of the application.

Fixes and Minor Adjustments

  • #227 Fraud protection (Bank details check BIC/SWIFT).
  • #205 Change app name to Pryme AP Automation.
  • **#2

1.8.1 Hotfix (November 2024)

Fixes and Minor Adjustments

  • #195 Added a toggle to control IBAN validation when validating bank details, allowing users to enable or disable this feature as needed.

1.8 (November 2024)

New Features and Improvements

Fraud Protection with Bank details Validation

  • Added functionality to verify that the Bank details (Bank Account No., Bank Branch No. and IBAN) in incoming documents match any existing Vendor Bank Account card. If the details do not match, the document is flagged for review to prevent possible fraud. Learn more.

Fixes and Minor Adjustments

  • #182 Enhanced the Purchase Document Log to ensure that comments are consistently recorded whenever there is a change in the status or approver.

1.7 (October 2024)

Pryme AI for AP Improvements

Purchase Document Log

A Purchase Document Log has been added to track changes in purchase documents, focusing on the approval status and the assigned user.

Reassign Approvers in the PowerApp

New functionality allows approvers to be reassigned for purchase invoices and credit memos directly from the PowerApp.

Handling of Rejected Status for Credit Memos

A Rejected status has been added for credit memos in the approval workflow. If a credit memo is rejected, its status will now be set to Rejected, similar to how the Open status functions, allowing for further processing or resubmission.

Fixes and Minor Adjustments

  • #124 Fixed formatting issues in text and number alignment.
  • #165 Restored the standard job queue for receiving OCR documents temporarily.
  • #166 Added approval workflows for credit memos.
  • #166 Fully supported the Rejected status for credit memos in approval workflows.
  • #167 Prevented re-adding of the standard status field during customization.
  • #168 Added new API pages for Document Attachment, User, and User Setup, and edited existing APIs to improve design.
  • #169 Deprecated unused code related to the old rejected status logic.

1.6 (September 2024)

Pryme AI for AP Improvements

New API Page for Users

A new API page was created for accessing user information via external systems.

Rejected Status for Purchase and Sales Documents

A Rejected status was added to both Purchase and Sales documents. This status will work the approval workflow when a document is rejected, allowing the document to be resubmitted for approval after necessary changes.

Direct Editing in “Text-to-Account Mapping” Page

It is now possible to directly edit the Default Debit Account for Non-Item Lines and Default Credit Account for Non-Item Lines fields in the “Text-to-Account Mapping” page, eliminating the need to navigate to the “Purchases & Payables Setup” page.

Fixes and Minor Adjustments

  • #126 Added APIs for Power Apps integration
  • #134 Added new API page for users
  • #144 Fixed error when copying companies
  • #147 Enabled direct editing of default accounts in “Text-to-Account Mapping”
  • #149 Added a new ‘Rejected’ status for Purchase and Sales documents with corresponding workflows

1.5 (August 2024)

Pryme AI for AP Improvements

Vendor Card Menu Enhancements

The “Mapping Text to Account” and “Item References” options have been moved to the Home tab on the Vendor Card and Vendor List pages, improving accessibility.

Fixes and Minor Adjustments

  • #115 OCR Setup Duplication Prevention
  • #117 Email Template Updates for Assisted Setup
  • #118 Vendor Card Menu Enhancements

1.4 (July 2024)

Fixes and Minor Adjustments

  • #108 Approval Not Triggering Correctly for Purchase Documents in Total Mismatches
  • #109 Assisted Setup Password Not Saving Correctly
  • #43 Fill in of Service Settings

1.3 (June 2024)

Pryme AI for AP Improvements

Synchronization with Procys for Data Exchange Definitions and Data Exchange Types

To improve the OCR service, the installation process now includes automatic synchronization of data exchange definitions and types with Procys. This automation ensures the necessary schemas are downloaded and integrated during setup.

Create New Vendor from Incoming Document Details

This new feature simplifies invoice processing. If incoming documents contain vendor details not found in the current vendor list, users can now create or select a vendor directly from the document. Users can also use existing vendor templates for quick setup.

PDF Viewer on Additional Pages

The PDF viewer is now available on additional pages such as Purchase Credit Memo (both list and document views), General Ledger Entries, and Vendor Ledger Entries. The viewer is visible only if an incoming document is attached, keeping the interface clean.

New Stack Icons in Role Centers

New stack icons have been added to the role centers for Accountants and Accounts Payable Coordinators. These icons provide quick access to various document statuses, including invoices to approve, failed incoming documents, new incoming documents, and purchase documents pending approval or rejection.

Registration Check for Pryme AI for AP

A new feature prompts users to complete app registration before starting the Pryme AI for AP Assisted Setup to ensures all necessary prerequisites are met.

Onboarding Wizard for Pryme AI for AP

A new onboarding wizard guides users through the setup and configuration of Pryme AI for AP. The goal of the wizard is to ensure the correct configuration and setup to process documents through OCR.

Synchronization with Procys for Data Exchange Definitions and Data Exchange Types

To improve the OCR service, the installation process now includes automatic synchronization of data exchange definitions and types with Procys. This ensures the necessary schemas are downloaded and integrated during setup.

Fixes and Minor Adjustments

  • #74 Sales Invoice Error in Pryme AI for AP
  • #77 Remove Set URLs to Default Menu Option
  • #78 Factbox Reserved Space Issue
  • #66 Remove Incoming Documents Details Factbox for Invoices Without Attached Documents
  • #94 Error Verification for Mismatched Totals on Incoming Document Approval
  • #3 Handle Auto Upload of Data Exchange Definitions
  • #91 Vendor Names Shown Incorrectly
  • #56 Fix Job Queue 881
  • #54 Purchase Invoice with Non-PDF Document Attached Corrupts PDF Viewer
  • #43 Fill in Service Settings

4 -