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We recommend setting up a dedicated email address for receiving purchase invoices and informing your vendors to send invoices there. Then, create a forwarding rule to automatically redirect those emails to the OCR email address provided during the setup.
After the setup is complete, the OCR email address can be found through 🔎 icon and search for “OCR Service Setup”.
When Pryme AP Automation app is installed, the Assisted Setup will start automatically. If the Assisted Setup doesn’t start automatically, or to run the Assisted Setup at later point after installation, click the 🔎 icon, search for “Assisted Setup,” and select the related link. In the “install extensions to add features and integrations” section, click Setup Pryme AP Automation.
The Assisted Setup will guide through the following steps:
Company and Contact Information
Confirm or input company details and contact information. The details are retrieved from the Company Information page in Business Central.
Password Setup
Click on the link to create a password for your account. The password must meet the following criteria:
Complete the Setup
Click Next to process the information and finalize the registration. Once this step is done, your OCR email address will be shown and sent to the contact person via email. You will also be prompted to test the connection to ensure it was successful.
After the Assisted Setup process is completed, additional configuration options is available on the Pryme AP Automation Setup page.
Choose the 🔎 icon, enter Pryme AP Automation Setup, and select the related link.
To automatically set the Posting Date to match the Document Date when creating a Purchase Document:
Turn On to synchronize the Posting Date with the Document Date.
If turned Off, the Posting Date will default to the work date or be left blank, following the configuration on the Default Posting Date field in the Purchases & Payables setup page.
Enable validation of bank details on the Vendor Card against incoming documents. If a mismatch is detected, purchase document creation will be blocked, displaying a warning that allows for manual correction or proceeding with document creation.
The following fields can be validated:
IBAN
SWIFT
Bank Account No
Bank Branch No
There are different types of notifications that can be managed through the Notifications setup, found under the Approval User Setup page. These are standard Business central style notifications, learn more Setting up approval workflow notifications - Business Central | Microsoft Learn
Notification type/trigger:
New Record – notification for a new record, for example a new incoming document.
Approval - notification for a new approval record, for example an approval of a purchase document.
Overdue – notification of overdue entries. When an entry is considered overdue is configured under each workflow, see section Workflows.
Notification method:
Email – an email is sent out to the user that should be notified.
Note – no email is sent out, only a notification in Business Central is created for the user.
Schedule/Occurrence settings - Notifications can be configured to be sent out immediately when a new record is triggering a notification. However, to limit the amounts of notifications sent, the notification schedule for a user can be set to send out a summary of the notifications created in different intervals. This must be configured on a user-by-user basis, the default value is immediate distribution of the notifications. For more details on the setup of notifications, see Setting up approval workflow notifications - Business Central | Microsoft Learn.
Simplified approval pages 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.
To ensure efficient usage and access control, there are two distinct permission sets: Approver and Superuser.
Approver has targeted privileges, including the ability to handle approvals for purchase documents and access related Pryme AP Automation features out of the box.
Superuser has elevated privileges, including full access to all Pryme AP Automation features and comprehensive control over the system’s automation capabilities.
Before configuring workflows, approvers must be set up. A user must be designated as an approver in each step of the approval process.
Access the Approval User Settings through selecting the 🔎 icon, enter Approval User Settings, and select the related link.
Information on the Approval User setup, and how to test the flow, please see: Set up approval users - Business Central | Microsoft Learn
Workflows are used with Pryme AP Automation to automate document creation and set up document approvals. For detailed information on how to set up workflows in Microsoft Dynamics 365 Business Central, please see: Create approval workflows to connect tasks - Business Central | Microsoft Learn.
To set up workflows, select 🔎 and search for Workflows:
A new workflow can be created by the user or based on Workflow Templates. To create new workflows from a template, select New Workflow from Template in the menu.
Below follows documentation on the Pryme AP Automation workflows setup, Set up workflows for creation of incoming documents.
To set up workflows for automatic creation of Purchase documents from successfully read incoming documents, select the template Incoming Document OCR Workflow. Select if and which user should be notified about failed incoming documents and activate the workflow by clicking Enabled.
For document approvals the following workflows are available from the Workflow Templates:
| Workflow | Description |
|---|---|
| Pryme Purchase Invoice Approval Workflow | This workflow is used for approval of Purchase invoices on header level. |
| Pryme Purchase Invoice Line Approval Workflow | This workflow is used for approval of Purchase invoices on line level. |
| Pryme Purchase Credit Memo Approval Workflow | This workflow is used for approval of Purchase Credit memos on header level. |
| Pryme Purchase Credit Memo Line Approval Workflow | This workflow is used for approval of Purchase Credit memos on line level. |
In addition to the standard Approver and Workflow user groups types Salesperson/Purchaser, Pryme AP Automation adds two more Approver Types: Dimension Code and Project Manager. Below follows an explanation of how you can set up approvals based on Dimensions and Project Manager.
Dimension code: Select this option to set the approver based on dimension values. In the Dimension Code field, select which dimension code this workflow applies to.
Project Manager: Select this option to set the approver based on selected Project Manager on a project. For this option to work, it will be required that your invoice (lines) have a Project No. assigned, and that the *Project selected has a Project Manager assigned.
When approval is at the header level, all lines share the same status as the header. This means:
If the Purchaser Code is changed in the header, a prompt appears asking whether to update the Purchaser Code for all lines.
When approval is at the line level, users have 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, and vice versa.
With line-level approval, each line has its own approver. If there are multiple approvers, the header will show “Multiple Approvers.”
With header-level approval, all lines share the same approver.