pryme AI for AP

• 1: Setup and configuration
• 2: Process
• 3: Features
• 4: Invoices App Documentation
• 5: Power Automate Integration
• 6: pryme AI for AP Release Notes
• 7:

1 - Setup and configuration

Assisted Setup for Pryme AI for AP

1. Install the AI for AP app.
2. Choose the 🔎 icon, enter Assisted Setup, and choose the related link.
   • Alternatively, click the settings button (⚙️) in the top right corner and select Assisted Setup.
3. In the Assisted Setup page, find the section for Pryme AI for AP and click Setup Pryme AI for AP.
4. Ensure an Email Account is set up in Business Central. If not, click the Setup Email Account button, follow the prompts to configure your email, and send a test email to confirm the setup.
5. Enter or confirm your company details and contact information.
6. After entering your company information and clicking Next, the next step will prompt you to open the Pryme AI for AP Account setup page.
   • In the Pryme AI for AP Account setup page, enter the same password in the Password, Confirm Password, and Authorization Key fields.
7. Click Next to process the information and complete the registration.
8. Upon completion, the email address provided to send purchase documents for processing will be available.

If you haven’t setup an e-mail account in Business central, don’t forget to send the installation details to support@prymeglobal.com.

Edge

This setting is not mandatory, it just helps the user to open a PDF file in the app automatically without downloading it first. This is not a global setting; you will need to do it for each client.

1. Start Microsoft Edge.
2. Go 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. Open Downloads (Ctrl+J).
3. Right click on one of the PDF files in the list.
4. Choose Always open with system viewer.

Enabling Rejected Status for Pryme AI for AP

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

1. Choose the 🔎 icon, enter Workflows, and select the related link.
2. If standard workflows are already created, disable them to avoid 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).
6. Click OK to create the selected workflow.
7. Open the workflow you just created and enable it.

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

Set posting date to document date

1. Choose the 🔎 icon, enter pryme AI for AP Setup, and choose the related link.
2. Activate the Enable Posting Date Change.

When you crate the Purchase invoice, the Posting date will be set to the Document date. If this is toggled off, you will get todays date as Posting date (standard Business Central).

2 - Process

Pryme AI for AP is a service that interprets a pdf or an image and automatically creates an electronic incoming document in Business Central. Incoming documents is the inbox from where you review and create 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 the 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 AI for AP 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 manually upload the file.

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

Review incoming documents

Choose the 🔎 icon, enter Incoming documents, and choose the related link.

Before you create the Purchase invoice you need to ensure that the basic information is correct; vendor, amount, invoice number, invoice date etc. If something was incorrectly populated, you will enter the process of Training the OCR Service, which will resend the corrected inputs to the OCR service. The service will take this feedback into account when scanning future documents of the similar type.

Create New Vendor from Incoming Document Details

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 OCR 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.

Handle errors in incoming documents

If you have errors on the incoming document you must take care of them before you can create the Purchase Invoice. The errors can be due to wrong or missing data. Correct the errors and choose the Create Document action.

Create a purchase invoice from incoming documents

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 Power Automate flows or the workflows in Business Central.

3 - Features

Below are some of the key features in pryme AP Automation listed.

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. You find the PDF viewer in the following pages:

• Incoming Documents
• Posted Purchase Invoices
• Purchase Invoices
• Purchase Credit Memo (document)
• Purchase Credit Memos (list view)
• Posted Purchase Credit Memos (list view)
• Posted Purchase Credit Memo (document)
• General Ledger Entries
• Vendor Ledger Entries
• Vendor Creation page (accessed from the Incoming Document)
• Correct OCR Data

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, including:

• Invoices to approve
• Failed Incoming Documents
• New Incoming Documents
• New Purchase Invoices from Incoming Documents
• New Credit Memos from Incoming Documents
• Purchase Invoices on Approval
• Credit Memos on Approval
• Purchase Invoices Approved
• Purchase Credit Memos 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.

Onboarding Wizard for pryme AP Automation

An onboarding wizard guides users through the setup and configuration of pryme AP Automation. The wizard ensures a smooth process to configure the application to every customer’s need, and setting up the account for AI driven document processing. After completing the steps in the Onboarding wizard, you are ready to process your first document!

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

In the pryme AP Automation setup page, the validation of bank account details can be enbaled. This allows for control of bank account, sort code and/or IBAN on incoming documents. In the case of document details deviating from the details saved on the vendor, the incoming document will fail from automatic creation of purchase documents, and give a warning on manual creation. Users can override the warning, and select to deactivate/activate the feature globally, or on a vendor by vendor basis.

4 - Invoices App Documentation

Pryme Invoices App

Manage Purchase invoices approvals with realtime Business Central data

5 - Power Automate Integration

pryme AI for AP 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 AI for AP, ensuring seamless integration and optimal performance.

Automatic API Installation

Upon installing pryme AI for AP, 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 AI for AP, 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 AI for AP.
3. Follow the prompts to complete the import process.

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

6 - pryme AI for AP Release Notes

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.
• #216 Error message modified to display the correct local currency in Purchase Invoices.

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.

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

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