Accounts Receivable - Purchase Orders

Overview

No document is more important in your order process then the customer’s Purchase Order. Any order received from a customer must be handled with great care and visiblity at all levels is important to a stable and smooth fulfillment process. This workflow helps to improve that process by delivering automation around the capture of Accounts Receivable Purchase Orders. Purchase Orders can be imported from a source, such as email or hotfolder, then automatically extracted and stored in Square 9’s Business Essentials database structure, allowing you to have easy access to newly received Customer Purchase Orders.

Order Processing is the most important process in an organization, one that requires an attention to detail. Building a proper process around capturing and routing a customer’s purchase orders is paramount to ensure orders are billed, fulfilled and delivered.

Adding the Workflow

This workflow can be downloaded directly from Square 9’s Cloud Solution Delivery Network. Click here to learn how to download Square 9’s pre-built workflows.

Modifying the Workflow For Your Environment

After importing your workflow, you need to make a few modifications to make it production ready. To do so, do the following:

Open Your Workflow

Navigate to the GlobalCapture Design interface by navigating to your GlobalCapture Home Page.
Select Design
Select Workflow > Open Workflow
Select your Workflow, Business Essentials - Accounts Payable - Purchase Orders
Click Open

Add Your Import Node

Depending on how you plan to import documents, you will need to add an Import Node into GlobalSearch.

On the left hand side, drag your import node from the Nodes Panel and connect it to the first node, the Text PDF creation node.
Configure your Node Settings and select Save.
Select Workflow > Save to commit your changes.

If you are a GlobalCapture CTS customer, you can add the CTS Direct Connect node to import files from a local source or leverage the Import node to import things for importing from a folder or email account.

Configuring Security

Your newly imported workflow is preconfigured for security for several groups, this workflow deploys two groups:

Accounts Payable
Purchasing

These users can validate any documents that require attention.

To add users, groups or learn more about group management, visit this page.

Configuring Your Templates

To create automation with this solution, it is expected you have at least one template in the Template Group “Accounts Payable - Purchase Order”. That template should perform separation (if required) and extract the following fields:

Vendor Name
PO Number
Document Date
Amount

Release

Your workflow is built for the Square 9 Business Essentials platform and your documents should be released to the “Accounts Payable” archive.

Process Overview

Document Import

Documents are imported based on how you configure your import node, but can be ingested into your workflow in multiple ways, including email, desktop scanner, or watchfolder import.

Classification and Separation

This workflow supports separation and reading of documents using Templates. Documents are expected to come into the workflow pre-separated, contain Square 9 Barcode Separators or leverage template separation such as knowing when to separation when a value changes, such as PO Number.

Consider building a template using Square 9’s Template designer to build a template to extract the following fields:

Vendor Name
PO Number
Document Date
Amount

Validation

Any documents which fail to match a template will be stopped in validation for a member of “Accounts Payable” or “Receiving” group to review. When performing validation, a user will have 3 options:

Delete Document - Deletes the document in process and ends the workflow.
Release to GlobalSearch - Allows a user to send a document directly into GlobalSearch for storage after manual indexing.
Reprocess from Start - Allows a user to restart the process from the very beginning of the workflow, this is helpful to test any newly added templates, such as those created with RapidAdapt.

Any documents which fail to release to GlobalSearch or process for any reason will be routed to the validation for a user to review.

Leveraging RapidAdapt

This workflow enables administrators and validation staff to create extraction templates and logic on the fly by leveraging RapidAdapt. By building templates using RapidAdapt, you can add automated extraction to documents that have not been seen by GlobalSearch before. To learn more about RapidAdapt, click here.

Release

This workflow is predefined to release to the Square 9 Business Essentials Accounts Payable archive. Anything processed through this workflow will be tagged as a “Purchase Order” and with the following fields:

Vendor Name
AP Record Type
PO Number
Document Date
Amount