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PRESENTER: Hello and welcome to the accounts payable
three-way matching demo.
This video will demonstrate a UiPath robot ingesting invoices
from multiple sources, validating the invoice data
against purchase orders in SAP, validating the invoice data
against goods receipts in NetSuite, and finally,
inputting the data into Workday should the invoice pass
both previous checks.
Should an invoice fail either validation against purchase
order or validation against goods receipt,
a follow-up task will be created in Action Center
to allow an agent to determine the appropriate action,
typically sending an email back to the vendor.
To begin, we see three locations from which
the robot will ingest data--
an Outlook inbox, a box cloud storage location,
and a shared network folder.
The robot starts by aggregating the invoices
into a working directory.
In order to do so, the robot leverages a direct integration
with the Outlook desktop client to pull
in the email data and UiPath's integration service
to pull in the box data through an API connection.
The robot proceeds by opening up SAP so
that it can look up the purchase order identified
from the first invoice.
After navigating to the purchase order,
the robot then begins comparing each line
item of the invoice against the line items in the purchase
order.
For the sake of demonstration, the robot also
highlights the match is green.
With the purchase order matching successful,
the robot now proceeds to NetSuite to perform the goods
receipt lookup.
The robot searches the purchase order number in NetSuite
and navigates through the appropriate screens
to find the goods receipt.
Upon finding the goods receipt, the robot
does a similar match, now comparing the received quantity
against the invoiced quantity.
Again, the robot highlights the match
is green for demonstration purposes.
Finally, the robot proceeds to Workday to input the invoice.
The robot opens up the invoice entry task
and begins filling in the document-level data,
including the invoice date, invoice number, purchase order
number, and finally, the line items themselves.
With the first invoice submitted into the system,
the robot proceeds to the second invoice.
Again, the robot opens SAP and rapidly looks up
the appropriate purchase order to compare
the line items contained.
In this case, we notice that the robot is highlighting red
as it has identified a number of mismatches
between the recorded price in the purchase order
to the invoiced price.
Due to this mismatch, the robot does not
proceed to process the invoice, instead
creating a task in Action Center for later processing by a user.
Meanwhile, the robot has looked up the third invoice in SAP
and, finding the data a match, is now proceeding to NetSuite.
Here, the robot again looks up the goods receipt
via the purchase order number.
However, we see that no goods receipt
exists for this purchase order.
As such, this invoice is also kicked out for follow-up
by the agent.
With the robot processing complete,
we now move on to Action Center where
an agent can see the tasks corresponding to the two
erroneous invoices received.
The first task lists the line items
with the amount on the purchase order compared
to the invoiced amount, and we can see the disparity.
The agent is given the option to either accept the invoice
as is, which could then be routed
to a supervisor for approval, or kick it back
to the supplier requesting this to be fixed.
The same goes for the second task,
now showing the invoiced quantity compared
to the quantity received.
As no goods receipt was found, the quantity received is zero.
Again, the agent is given the option
to either accept the invoice as is
or follow the more likely case of kicking the invoice back
to the supplier with a comment.
In both of these cases, the tight integration
between Action Center and the unattended robot
allows the robot to either continue the process should
the finance agent decide to do so
or send or draft an email on the agent's behalf.
This concludes the accounts payable
three-way matching demo.
Thank you for watching.
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