Overview
In any Accounts Payable process, the Purchase Order communicates the goods you are ordering to your Vendor, along with communicating to your own internal Accounts Payable staff what was ordered to ensure only invoices properly billed are paid. This pre-canned workflow will enable you to scan and store Purchase Orders. By enabling your Purchasing staff to scan and store these documents, you can easily reference them digitally to help decide when an invoice is ready to payNo 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
Adding the workflow to GlobalCapture is easy using 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.
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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:
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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
Adding the workflow to GlobalCapture is easy using Square 9’s Solution Delivery Network.
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.
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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:
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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:
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