Process

• 1: Receive and Review
• 2: Correct data
• 3: Approvals
• 4: PO Matching
• 5: 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. Learn 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 necessary information, for example dimensions, projects or other information not specified from the Incoming Document.

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

Added control to prevent duplicate vendor invoices and credit memos from being posted

A control has been added to detect duplicate vendor invoices and credit memos. When a new incoming document is created, Pryme AP Automation checks the Vendor Invoice No. against any existing incoming, created, or posted purchase document from the same vendor.

If a match is found, the system alerts the user to the possible duplicate, helping to prevent it from being posted or entering the approval workflow. Users can still choose to proceed with creation if necessary.

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 recognized 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 visuals, 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 data AI engine 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 “Request Approval-> 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 Data AI engine (under AI engine -> Correct Data) and correct the information.

3. Click on Send AI engine 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 AI engine data correction, 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 purchase 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 accessible through Pending Approval Tile in Business Central.

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

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

4 - PO Matching

When Enable PO Matching is turned on, AP Automation automatically matches purchase invoice lines to purchase orders or posted receipts as soon as the invoice is created from an Incoming Document or E-Document. No manual action is required to start matching. To configure this feature, see PO Matching setup.

How lines are matched

The effective matching mode for the invoice’s vendor – Purchase Order or Vendor Shipment – determines which lines are considered as match candidates:

• In Purchase Order mode, the invoice is matched against the lines of the order referenced in Vendor Order No.

• In Vendor Shipment mode, the invoice is matched against the lines of posted receipts that share the invoice’s Vendor Shipment No., which are then traced back to their originating order lines.

For each invoice line, AP Automation first looks for an exact item, G/L account, or resource number match on a candidate order line with the same unit of measure, unit cost, and line discount, then confirms that enough quantity is still available to invoice – the quantity received but not yet invoiced for items, or the remaining order quantity for other line types. If no exact number match is found, the line description is compared against the candidate order lines and the closest match above the similarity threshold is used instead. When Direct Match Shpt. No. & Amt. is enabled, AP Automation skips the unit of measure, cost, and discount checks and instead accepts the order line whose expected amount is closest to the invoice line amount, within the configured rounding tolerance.

When a match is found, AP Automation pulls the matching receipt line onto the invoice using the same logic as Business Central’s standard Get Receipt Lines function, including its dimensions, and marks the invoice line as Fully Matched. The corresponding order line is also marked Fully Matched once its full invoiceable quantity has been accounted for.

Line and document status

A matched invoice line inherits the approval Status of the purchase order line it was matched to. This means an invoice line stays Pending Approval if its order line hasn’t been released yet, and moves to Released once the order line has been. If any line on the invoice is Rejected, the whole invoice is set to Rejected.

These fields are visible on the purchase invoice lines: Fully Matched, Order No., Order Line No., Receipt No., Receipt Line No., Qty. Rcd. Not Invoiced, and Vendor Shipment No. Vendor Shipment No. can only be edited until the line has been fully matched.

Automatic release when fully matched

When every line on a purchase invoice is Fully Matched and Released, and the invoice itself is still Open, AP Automation automatically releases the invoice so it’s ready for posting without manual approval. If an approval workflow is enabled for the document, this instead clears the restrictions that would otherwise force the document through approval.

Unmatched lines and charge items

If a line can’t be matched – for example, there’s no remaining quantity to invoice, or the description doesn’t resemble any order line closely enough – its Fully Matched flag stays off and the line is held for manual review. If the line has no Vendor Shipment No. and a Vendor Item Charge Setup is enabled for the vendor, the line is instead created as a Charge (Item) line using the configured default charge item, rather than being left unmatched.

Posting a purchase order in Vendor Shipment mode

When a vendor’s effective matching mode is Vendor Shipment, Business Central won’t let you post a receipt or invoice from the purchase order unless the order header’s Vendor Shipment No. field has a value. Once the order is fully received, AP Automation clears the order’s Vendor Shipment No. so it’s ready to capture the reference for the next delivery.

Warning before posting unmatched lines

If a purchase invoice that references a purchase order still has lines with no posted receipt when you try to post it, AP Automation shows a confirmation asking whether you want to continue. Choosing not to continue cancels the posting so the lines can be reviewed first.

5 - Post and Pay

Post and pay

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

1. Single posting Post singular documents.
2. Batch Posting Will post a batch of documents.
3. Workflow Will automate the Posting. When a document is approved, it will automatically post the document.

The Post function follows standard Business Central functionality, 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