Input Management
This document provides an overview the existing features for Input Management.
Set invoice type: To define invoice type (Invoice Journal, Invoice Register, Pending Invoice), the selected value is saved in the imported invoice header.
Set journal name To define a ledger journal name in case of an Invoice Journal or Invoice Register. This can be applied with queries to detect which journal name can be chosen. The selected value is saved in the imported invoice header.
Set approver To define the approver for this invoice. The selected value is saved in the imported invoice header.
Set approved To define or this invoice is approved for payment. This can be used if the Process Management solution is not used for the integration.
Set invoice payment release To define the invoice payment release date. If this rule is activated – the date of today will be filled in the invoice payment release date. But this can overruled by editing it manually in the linked invoice journal or pending vendor invoice.
Set voucher template To define an existing voucher template that is created before. Via this way you have your predefined offset ledger accounts and distribution of total of the imported invoice amount.
Set values from invoice default setup To fill the default values from the default invoice setup page or the vendor specific page if the override is enabled for the vendor in question.
Path: 9A Raptor DWH > Setup > Input management > Invoice tag methods
Invoice setup rule engine
Purpose
The Invoice Setup Rule Engine offers a wide range of possibilities. Through this engine, you can create specific rules for individual vendors, for all vendors within a specific vendor group, for all vendors based on a buyer group, and more. It’s also possible to create a generic rule engine that applies to all vendors in general.
Additionally, you can combine one or more rule headers for a single invoice. This means you could have one rule header for invoice processing, another for process management with AgilePoint NX, or for sending business events to Microsoft Power Automate for automation. Alternatively, you can use the Stop Further Processing functionality after the first rule header to ensure that subsequent rule headers are not applied to the invoice.
Rule headers can also be created as templates by disabling the Enabled checkbox. With templates, you can easily copy them for specific vendors.
Key Components
1. Rule Engine Header
A rule engine header organizes multiple rule lines. Key functionalities include:
Applying rules to a specific vendor
Applying rules based on a query (see: Edit query)
Enabling or disabling specific rule headers
Stop processing after a specific header
Reordering headers based on priority
2. Rule Engine Lines
Each rule header contains lines, each with a specific action or condition. You can optionally use queries to refine their execution. We recommend using queries to improve accuracy and relevance.
Rule types
Pre-actions
Executed before creating ERP transactions.
Set invoice type: define the type (e.g., Invoice Journal, Invoice Register). Saves type in the imported invoice header.
Set journal name: assign ledger journal names in case of Invoice Journal or Invoice Register. You can use queries to detect which journal name can be chosen, the selected value is saved in the imported invoice header.
Set approver: specify the invoice approver.
Set approved: mark invoices as approved for payment
Set invoice payment release: automatically populate today’s date, which can be manually overridden later.
Set voucher template: define an existing voucher template. This way you can have predefined offset ledger accounts and distribution of the invoice total amount over all voucher template lines.
Set values from invoice default setup: retrieve values from the invoice default setup from linked vendor or from general setup
Actions
Executed during transaction creation.
Set invoice data: create ledger journal or vendor invoice headers using data from external sources and pre-actions.
Post-actions
Executed after ERP transactions are created.
Set business event: trigger business event with data from imported invoice header
Set purchase order strategy: define strategies for purchase orders or product receipts in case the invoice type is Pending Invoice. The selected value is saved in the imported invoice header. This logic will be applied during import of the purchase order references.
Check duplicates: detect based upon setup and mark original invoice and duplicated invoices as duplicated.
Set purchase invoice workflow: submit imported invoice in D365FO workflow.
Only in combination with Process Management
Set process template: assign a process template from AgilePoint NX.
Start process instance: submit imported invoice in workflow from the Process Management parameters.
Imported Invoices Features
Actions
Reinitialize Invoice: Remove the ledger journal/pending vendor invoice and reapply the invoice setup rules - if the status is "Imported."
Change Invoice Type: Create a new ledger journal/pending vendor invoice without reapplying rules for "Imported" invoices. You may need fill in extra required fields based on the selected invoice type.
Cancel Invoice: Delete an invoice and its associated records.
Select Product Receipts: Users can select product receipts for non-captured purchase orders, filtered by vendor accounts designated as Invoice accounts. Additionally, users can deselect product receipts if they are already linked to another invoice, for example. Only product receipts with line items matching the currency code of the associated imported invoice can be selected.
Post Invoice: Quickly post invoices without navigating through linked journals.
Approve for Payment: This functionality allows users to approve an invoice for payment if payment approval is not applied to the ledger journal or pending vendor invoice. However, this functionality is disabled when a process template is defined, provided the Process Management solution is in use.
Additionally, you can navigate to the linked ledger journal or pending vendor invoice, where you can create, edit, and delete invoice lines. However, posting the invoice is only possible if the totals are matched.
Enhancements 10.2022.5.1 Release
In the 10.2022.5.1 release, three new enhancements have been introduced for Vendor Invoice Journals:
Merge Financial Dimensions: The financial dimensions of the vendor can now be merged with the financial dimensions of the main accounts. Previously, this was only possible for the offset account in standard FO, but it is now supported for the account itself.
Account Type Default to Ledger: When adding new lines in the Invoice Journal, the account type is automatically set to "Ledger." It's important to note that the first line must be of type "Ledger" before you can create additional lines.
Filter Default Main Accounts: The dropdown menu for main accounts is now filtered based on the selected vendor. While this functionality already existed in standard FO for the offset account, it is now available for the account as well. The filtered dropdown identifies the first account of type "Vendor" to list all applicable default accounts
Info parts
Purchase Invoice Totals: This section validates the matching between an imported invoice and the corresponding ledger journal or pending vendor invoice. Posting an imported invoice is only possible if there are no discrepancies.
If the invoice has not been posted, the amounts displayed come from the ledger journal or pending vendor invoice.
Once the invoice is posted, the amounts are sourced from the Vendor Invoice Journal.
Purchase Invoice References: Displays all linked purchase orders associated with an imported invoice.
Purchase Orders
There are two fields that should be populated from the E-Platform, where integration with purchase orders is possible:
Is a Purchase Order (EXAPurchInvoiceImported.IsPurchaseOrder): This field is used to execute specific rules when the imported invoice is linked to a purchase order. It is automatically set to true by Ephesoft, Kofax, or the E-Platform.
Is a Prepayment Invoice (EXAPurchInvoiceImported.IsPrepaymentInvoice): This field enables the execution of specific rules when the imported invoice is linked to a prepayment for a particular purchase order. Like the previous field, it is also set to true by Ephesoft, Kofax, or the E-Platform.
Invoice Totals Matching
Starting from the 10.2022.3.1 release, you can filter imported invoices based on the matching of totals. Two new menu items have been introduced to facilitate this:
All unmatched totals invoices: Displays all imported invoices with the status "Imported" where the totals are not matched.
All matched totals but unposted Invoices: Displays all imported invoices with the status "Imported" where the totals are matched but the invoices remain unposted.
The TotalsAreMatched field from the EXAPurchInvoiceImported table indicates whether the totals are matched. Please note that this field must never be used for other purposes, such as validation or posting. It is populated exclusively through the batch job Match Imported Invoice Totals found under 9A Raptor DWH > Periodic Tasks > Input Management. This batch job can be scheduled according to customer priorities—for example, once or three times per day should generally suffice.
For backward compatibility, the TotalsAreMatched field of older, existing imported invoices can also be updated. This requires modifying the query used by the batch job to remove the invoice status filter. After running the batch job, you can reset and, if needed, extend the query.
Invoice Tag Methods
Starting with release 10.2022.9.1, it is now possible to add additional tags to an imported invoice in Document Warehouse when it is posted. This is a fully generic solution that allows you to define tag methods based on the VendInvoiceJour table.
To implement this feature, consult a technical consultant to determine which methods are available and what type of return values should be used. It is important to note that the entities corresponding to the returned records must be included in the entity configuration within Document Warehouse.
There are two possible return types for tag methods:
Record: The method returns a single record as an object. This is useful for retrieving the linked vendor transaction associated with your posted vendor invoice.
Query: The method returns a query as an object. This is useful for retrieving multiple linked purchase orders associated with your posted vendor invoice.
Below is a list of the available table methods. Additionally, custom methods can be created to return other records for tagging in your imported invoice.
Root Table: VendInvoiceJour
1. vendTrans
Purpose: Returns the vendor transaction voucher.
Return Type: Record (records from the
VendTranstable).Requirement: The entity for the
VendTranstable must be configured in Document Warehouse (e.g. EXAVENDTRANSENTITY).
2. exaQueryVendInvoicePurchLink
Purpose: Returns linked purchase orders. This allows you tag posted invoices with their linked purchase orders.
Return Type: Query (records from the
VendInvoicePurchLinktable).Requirement 1: The entity for the
PurchTabletable must be configured in the Entity Configuration (e.g. PURCHPURCHASEORDERHEADERV2ENTITY).Requirement 2: A Relation setup must be configured to link the PurchTable with the VendInvoicePurchLink table:
D365FO Workflow Integration
Starting with the 10.2024.5.1 release, we provide a D365FO workflow that enables payment approvals. This feature becomes available after activating the Purchase Invoice Workflow configuration key.
To activate this configuration key, navigate to Configuration Key under Ex Arte Raptor > Input Management.
Please note: The Process Management module should not be installed if you intend to use this workflow functionality.
Default invoicing
Default invoicing setup
You can manage the default invoicing setup at the path 9A Raptor DWH > Setup > Input management > Invoice default setup. There you can edit the default value for the item sales tax group. This can then be applied using the invoice setup rule engine.
The security privilege for this feature is 'To maintain Ex Arte invoice default setup'.
Setting default invoice values for specific vendors
When going to your vendors (Accounts payable > Vendors > All vendors), you will see a new menu item to add default values for the default invoice setup for a specific vendor.
Once you click on the aforementioned menu item, you'll land on the same default invoice setup page, but for that vendor specifically.
On this screen you have 2 parameters:
Override default settings
Item sales tax group
You need to enable the 'override default settings' to be able to edit any of the other settings on the page. If it is not toggled on, the default, non-vendor specific setup wil be used when using default invoicing.
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