Process

• 1: Receive and Review
• 2: Correct data
• 3: Approvals
• 4: Post and Pay

1 - Receive and Review

Receive and create Purchase Document

When a document is sent to the designated email address, it is processed and interpreted by the AI engine. The information is then converted into an Incoming Document, ready to be created as a Purchase Document. The new incoming document will appear in Business Central within a maximum of five minutes.

When issues arise, such as data discrepancies or vendor mismatches, they must be resolved before the Purchase Document can be created. Lern how under the section Correct Data. These documents will be shown under the Failed Incoming Documents tile.

Review the created document

In this step you can complete the creation of the document, adding possible additional information before approvals and posting:

Do so by navigating to New Purchase Documents tile, select the document. Add or change the neccesary information, for example dimensions, projects or other information not specefied from the Incoming Document.

To make the Review step easier, there is a few provided productivity features implemented:

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

PDF Viewer

There is a dynamic PDF viewer accessible in the Fact box pane from any page handling Purchase documents within Business Central. You can also zoom for better visualisation, and it is possible to open and view the full-scale PDF in a separate window.

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

When the document is finalized, use the function “Approve-> Send Approval Request/Send Line Approval Request” to send the Document for Approval, or if no approval in enabled, go directly to Post to post the document directly.

2 - Correct data

Correct data from Incoming Document Details

If the document contains errors or missing details that prevent processing, the document is shown in the Failed Incoming Documents tile. To correct failed incoming documents, follow this guide:

1. Click on Failed incoming Document tile.

2. If data needs to be corrected from the AI Engine result, select Correct OCR Data (under OCR -> Correct OCR Data) and correct the information.

3. Click on Send OCR Feedback (to further train the AI engine).

4. If the document is from a new Vendor, or if information on existing vendor cards is missing, either a new Vendor can be created based on the information on the incoming document or an already existing vendor can be assigned to the document.

   • In case of a new vendor, see section Create New Vendor from Incoming Document Details.
   • In case of missing details on an already existing vendor, such as a missing VAT number that prevents the matching, the vendor can be selected in the Vendor No. field in the Financial information section on the Incoming document. From the drop down, existing vendors can easily be accessed and edited if necessary.

5. When the document information is corrected and/or matched to a vendor, the document can proceed and be used to create a new Purchase Document by selecting Create Document (under Home -> Create Document)

A correct purchase document will now be created and automatically sorted in the appropriate tile.

Create New Vendor from Incoming Document Details

If Incoming Document contains vendor details not found in the current vendor list, the Incoming Document will fail to be created. Users can 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.

To update existing vendor information or to create a New Vendor follow one of these guides:

1. Click on Failed incoming Document tile.

2. Select New and Create New Vendor (from template if applicable).

3. Complete the changes by selecting Create Document (under Home-> Create Document).

3 - Approvals

Approvals

Approvals are an optional step in Pryme AP Automation. If you choose to use an approval workflow, you must configure and enable it beforehand, as described in Approvals and Workflow Setup. If an approval workflow is not configured, the approval function remains disabled, and the document can only be posted.

To send a document for approval, click on Request Approval on the purschse invoice menu bar.

• Select Send Approval Request for documents requiring approval at the header level, or
• Select Send Line Approval Request for documents needing approval at the line level.

For the document to reach the correct approver, you must assign an approver. This assignment is determined by the workflow configuration setup during the Workflow and Approval User Setup. The configuration uses criteria such as salesperson/purchaser, dimensions, or project number.

The assigned approver will receive an email notification with a link to the Requests to Approve page. This page is acessible through Pending Approval Tile in Business Central.

When the document is awaiting approval, it is shown under the Documents Pending Approval tile.

When the documnet is approved it is shown under the Purchase Document Approved tile.

4 - Post and Pay

Post and pay

The Document is now ready for Posting. This can be done in 3 diffrent ways:

1. Single posting Post sigular documents.
2. Batch Posting Will post a batch of documents.
3. Workflow/Que etry? Will automate the Posting. When a document is approved, it will automaticly post the document.

The Post function follows standard Business Central funcionality, read more on Posting Documents and Journals - Business Central | Microsoft Learn.

There is a provided productivity features implemented to further help with posting:

Remaining amount to match here 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. Learn more here