Setup and configuration

• 1: Assisted setup
• 2: Basic Setup
• 3: Approvals and workflow setup
• 4: PO Matching

1 - Assisted 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:

1. Company and Contact Information
   Confirm or input company details and contact information. The details are retrieved from the Company Information page in Business Central.

2. Password Setup
   Click on the link to create a password for your account. The password must meet the following criteria:

   • At least 8 characters long.
   • At least one lowercase letter.
   • At least one special character.
   • The same password must be entered in all three fields.

3. Complete the Setup
   Click Next to process the information and finalize the registration. Once this step is done, your forwarding 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.

2 - Basic Setup

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.

Enable Posting Date Change

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.

Bank Details Validation

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

Set up Notifications

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 Purchase Documents

Simplified approval pages for purchase invoices, orders, returns, and 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.

Permissions

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.

3 - Approvals and workflow setup

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

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.

Set up workflows for document approvals

For document approvals the following workflows are available from the Workflow Templates:

Added Approver types to approval workflows in Pryme AP Automation

In addition to the standard Approver and Workflow user groups types Salesperson/Purchaser, Pryme AP Automation adds three more Approver Types: Dimension Code, Project Manager and Your Reference. Below follows an explanation of how you can set up approvals based on these options.

• 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.

  • To define approvers: select 🔎 and search for Dimensions, select the Dimension Code entered in your workflow and select Dimension -> Dimension Values from the menu. In the list that opens, an approver can be selected for each Dimension Value. This user will now be the first in an approval flow for this Dimension Value.

• 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.

• Your Reference: Select this option to set the approver based on the value in the Your Reference field on the Purchase Document.

  • To define approvers: The system will look up the value in the Purchase Document’s Your Reference field and match it against the Approval User Name in the Approval User Setup table. You must set up the approver user in the Approval User Setup to map the desired Your Reference value to the corresponding Approval User Name.

Header-Level Approval 

When approval is at the header level, all lines share the same status as the header. This means: 

• If the header is sent for approval, all lines are Pending Approval. 
• If the header is Approved or Rejected, all lines follow that status. 
• If the header is Open, all lines are also Open.

If the Purchaser Code is changed in the header, a prompt appears asking whether to update the Purchaser Code for all lines.

Line Approval for Purchase Documents

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.

4 - PO Matching

Purchase Order Matching validates incoming purchase invoices against open or released purchase orders before they are posted, confirming that the item, price, discount, unit of measure, and quantity available to invoice all agree with what was ordered and received. When every line on an invoice is matched, the invoice is automatically released for posting.

Enable PO Matching

Choose the 🔎 icon, enter Pryme AP Automation Setup, and select the related link. Under PO Matching, turn on Enable PO Matching.

Turning this on also enables the Charge Item mapping functionality used for lines that don’t reference a purchase order, see Map unmatched lines to a charge item below.

Choose a default matching mode

The Default PO Match Mode field on the Pryme AP Automation Setup page controls how invoice lines are matched when a vendor doesn’t have its own override:

• Purchase Order (default) – invoice lines are matched to the order referenced by the Vendor Order No. captured from the incoming document.

• Vendor Shipment – invoice lines are matched to posted purchase receipts that share the same Vendor Shipment No. as the invoice, instead of a purchase order number.

Override the matching mode per vendor

Open the Vendor Card and set the PO Match Mode field to override the global default for that vendor:

• Use Global Default – follows the Default PO Match Mode from setup.

• Purchase Order – always matches this vendor’s invoices to a purchase order number.

• Vendor Shipment – always matches this vendor’s invoices to a vendor shipment number.

Direct match by shipment number and amount

When Default PO Match Mode is set to Vendor Shipment, the Direct Match Shpt. No. & Amt. field becomes available. Turn it on to match lines purely by vendor shipment number and line amount, within the configured rounding tolerance, instead of also requiring the unit of measure, unit cost, and discount to agree with the order line.

Set a rounding tolerance for amount matching

The Maximum Rounding Purchase (LCY) field sets the tolerance used to compare the invoice line amount with the expected order line amount when Direct Match Shpt. No. & Amt. is enabled and the invoice has no currency code. When the invoice has a currency code, the currency’s own Invoice Rounding Precision is used instead.

Map unmatched lines to a charge item

Some invoice lines, such as freight or handling charges, don’t appear on a purchase order or a receipt. Use the Vendor Item Charge Setup page to map these to a charge (item) line automatically:

• Choose the 🔎 icon, enter Vendor Item Charge Setup, and select the related link.

• Add a line for the Vendor No., the Default Charge Item No. to use, and, optionally, Mapping Text to match against the invoice line description. Leave Mapping Text blank to set a default charge item for the vendor.

• Turn on Enabled to activate the mapping. Only one enabled mapping is allowed per vendor and mapping text, and only one enabled default (blank mapping text) per vendor.

This mapping only applies to lines that have no Vendor Shipment No. and, in Purchase Order mode, no likely match to an existing purchase order line.