Checking PDF invoice and supporting document values match with purchase requisition forms

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Posted on 6 Jul 2024 12:07:11 by DataNinja777

Hi Power Automate Community,

I'd like to automate my daily task of checking purchase requisition values (VAT exclusive) matches with attached invoice values and other supporting documents in the requisition form in SAP. The task involves opening attached PDF invoices/ excel files which comes in various forms and then

checking the VAT exclusive values and match with the values in the requisition form
checking the vendor name on the invoice matches with the purchase requisition vendor name
checking the GL expense classification is appropriate from the nature of the content of the invoice.

How can I automate this uninspiring manual task?

Best regards,

Categories:

Process Advisor

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DataNinja777 17 on 11 Jul 2024 at 09:18:17

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Re: Checking PDF invoice and supporting document values match with purchase requisition forms

Hi @Nived_Nambiar .

How are they send so that bot processes it- in a folder/ via email ?
There's no bot yet. Humans are doing it by hand, inputting and uploading attachments in SAP and the human who is preparing purchase requisitions is making many mistakes which the reviewer needs to identify and return to the preparer.
Also so bot needs to check whether the values present in requisition form in SAP is present in purchase requistion form correct ?
Purchase requisition form in SAP needs to be supported by the attachments which is uploaded in SAP for the same purchase requisition number.
Thanks a lot for your help.
Nived_Nambiar 17,913 Super User 2025 Season 1 on 10 Jul 2024 at 17:03:52

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Re: Checking PDF invoice and supporting document values match with purchase requisition forms

Hi @DataNinja777

Also one additional question for purchase requisition forms- how are they send so that bot processes it- in a folder/ via email ?

Also so bot needs to check whether the values present in requisition form in SAP is present in purchase requistion form correct ?

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

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DataNinja777 17 on 10 Jul 2024 at 13:06:57

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Re: Checking PDF invoice and supporting document values match with purchase requisition forms

@Nived_Nambiar ,

Thank you for your response. Following are my comments:

1. Could you tell what is input source of purchase requisition values ?
Purchase requisition values can come from variety of sources including invoices from various suppliers which all come in different shape and formats and quotes, or sometimes Excel or word documents, but it has to be VAT exclusive amount.

2. Does PDF/Excel files has same structure always ?
Unfortunately, no, and more problematic thing is that depending on the ability of the data inputting person, there could be many mistakes which doesn't agree with the attached supporting documents. My job is to check the accuracy of data input which could potentially contain many inputting errors, and I'd like to automate this uninspiring job away. I need to communicate to the data inputter where the mistake is and why it is not matching with the attached supporting documents and it gets repetitive and boring.

Thank you for your help.
Nived_Nambiar 17,913 Super User 2025 Season 1 on 07 Jul 2024 at 16:52:24

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Re: Checking PDF invoice and supporting document values match with purchase requisition forms

Hi @DataNinja777

well you have to involve SAP Automation here as your requisition form is present in SAP.

Few doubts around this before thinking about the design of flow-

1. Could you tell what is input source of purchase requisition values ?

2. Does PDF/Excel files has same structure always ?

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

🔍 Found my answer helpful? Please consider marking it as the solution!
Your appreciation keeps me motivated. Thank you! 🙌