P2I - PDF to Purchase Invoice

Introduction

This process involves reading data from a PDF invoice and mapping it to the purchase invoice fields in the system. Key details like PO number, invoice date, vendor name, address, payment terms, and posting date are extracted and validated. Users select the appropriate keys, apply conditions, and validate the data. Once all validations are successful, the invoice moves from the Unprocessed to the Processed tab, completing the workflow.

Here is step-by-step documentation for the APOCR (Accounts Payable Optical Character Recognition) process, which handles and validates an invoice within the APOCR system.

In this article,

    1. PDF to Purchase Invoice - Overview

1.1  Filter and Search Controls

      1.2  Status tabs

      1.3 Invoice 

      1.4 Visual Indicators

2. Processed Invoices – Overview

     3. Reject Invoices – Overview

     4. Viewing Invoice Details

     5. Steps to Process an Invoice

        5.1 Initiating Vendor Mapping 

5.2 Vendor Information

5.3 Process to Map Line Items

5.4  Vendor Validation

5.5 Line Item Description Selection

5.6 Invoice Detail Extraction and Data Mapping

5.7  Invoice ID Creation

5.8  Document Date 

5.9  Posting Date 

5.10  Due Date

6. Automatic PDF Attachment for Sales Invoices

1. PDF to Purchase Invoice Interface - Overview

This interface allows users to process and manage purchase invoice data extracted from PDF documents. 

1.1 Filter and Search Controls

• Select Filter (Button):
  Opens filtering options to narrow down invoice records by specific criteria.

• Search Bar:
  Users can search invoice records using keywords such as invoice ID, vendor name, or date.

• View Toggle (Card/List):
  On the right-hand side, a toggle switch allows users to switch between Card View and List View. The image shows Card View enabled.

• Refresh Button:
  The refresh icon reloads the data to reflect any recent updates or changes.

1.2 Status Tabs

Three primary tabs categorize the invoice processing status:

• Un-Processed:
  Displays invoice entries that have not yet been reviewed or processed.

• Processed:
  Contains invoices that have been successfully reviewed and processed.

• Rejected:
  Lists invoices that were rejected due to mismatches, errors, or invalid data.

1.3 Invoice (Grid Layout)

Each invoice is represented as a card with the following details:

• Invoice ID:
  A unique identifier for the invoice.

• Possible Balance:
  The extracted or calculated amount on the invoice is typically shown in the appropriate currency.

• Vendor Name:
  The name of the vendor from whom the invoice originates.

• Invoice Date:
  The date the invoice was issued.

• Status Icon (Red Circle with Slash):
  Indicates that the invoice is flagged for attention or blocked from further action until an issue is resolved.

• "View More" Dropdown:
  Expands to reveal additional details about the invoice.

1.4 Visual Indicators

• Red Border (on some cards):
  Highlights invoices that require attention or review, often due to incomplete data, missing fields, or mismatches.

• Gray Cards:
  Represent standard entries that are either processed or have a neutral status.

2. Processed Invoices – Overview

This screen displays invoices that the system has already processed. Each invoice appears in a card layout with essential details and status indicators. Invoices that have been processed display a green check mark.

3. Reject Invoices – Overview

In the Rejected tab, you can view invoices that were not approved for processing. Each entry shows key details such as Invoice ID, Vendor Name, and Invoice Date. To review a rejected invoice, click “View More” for further information.

4. Viewing Invoice Details

1. Click on “View More.”

• Click the “View More” option in the Unprocessed tab for the invoice you want to process.

2. Invoice Display

• After clicking “View More,” the invoice will be displayed. It's an unprocessed invoice.
• To process the invoice, click the button highlighted next to the download icon (marked in red in the image).

5. Steps to Process an Invoice

• Click on "Next."

Map Line Items in the P2I Interface

• For each line item from the PDF, fill out the corresponding fields in the P2I interface as shown:

 Mapping for "Ocean Freight - 20FT":

• Select Item Type:

  • Left Dropdown: CHARGE 

  • Right Dropdown: VENDOR FREIGHT CHARGES

• Line No.:

  • 1000 (default or user-defined)

• Description:

  • OCEAN FREIGHT 20FT

• Direct Unit Cost: 3370 

• Line Amount:

  • 3370 (Unit Price × Quantity)

• Quantity (Base):  1

Repeat the same process for the remaining four line items.

5.4  Vendor Validation

• The user begins by validating the Purchase Order using the Unique Vendor Code.

• The user must set criteria rules to match or extract vendor codes (often to identify the correct vendor tied to a PO or invoice).

• How Validation Works:

  1. You define criteria:

     • Field: PO_NUMBER

     • Condition: STARTS WITH

     • Value: 25

  2. You can add more conditions using the + button:

     • "VENDOR_NAME starts with ODFL"

     •  "ZIP_CODE starts with 77064"

  3. The system checks if your criteria match any valid known vendor records.

  4. After entering all three conditions, click on "Validate" to proceed. 

  5. Outcome:.

     • If matched → Shows: Validation Success

     • If not matched → Shows: Validation Failed

• Then Click on "Save."
• Click the “+” icon to add multiple criteria. The system will evaluate the invoice based on all specified conditions. To remove any added criteria, click the “×” icon.
• This step ensures the invoice is tied to a verified vendor before processing further.

5.5 Line Item Description Selection

• The user is prompted to select the Line Item Description for accounting purposes.

• Two fields are filled from the drop-down menu: 

  1. Select Item Type

  2. Select Line Type

• This defines the financial nature of the invoice being processed.
• Then, Click on "Save".

5.6 Invoice Detail Extraction and Data Mapping

• The system now displays the invoice and extracts key summary fields.

• Fields on the right panel are auto-populated or manually entered:

  • Address, Street, City, State, Zip, Country

  • Name, Address Block

  • Shipment Destination and Origin

  • Payable To

  • Customer, Amount Paid (defaulted to 0.00)

  • Delivery Date

  • Invoice Receipt Date and ID

  • PO Number, Reference Number

• The data shown in the fields is cross-verified with the invoice on the left panel.

• The user may make corrections or confirm entries before proceeding.

5.7  Invoice ID Creation

• Double-click on the field to enter details.

• The InvoiceID is generated using INVOICE_RECEIPT_ID.

• This ID is unique and used to identify the invoice in the system.

• Click on "Validate."

• Then, click on "Save" to store this identifier.

5.8  Document Date 

• The document date is selected and formatted:

  • INVOICE_RECEIPT_DATE = 5/14/2025

  • Required Format: YYYY-MM-DD

• Click on "Validate."

• The Validation Text shows the converted format: 2025-05-14

• This ensures the date is standardized before saving.

• Click "Save" to continue.

5.9  Posting Date 

      Step-by-Step Process

1. Select the Key

   • From the dropdown menu, the user selects a key — in this case:
     POSTING_DATE - 2025-05-28

   • The system will validate the posting date based on this chosen value.

2. Add or Remove Criteria (Optional)

   • Click the purple "+" button to add more criteria if needed.

   • Click the red "X" button to remove the current condition.

3. Enter Custom Format Instruction (Optional)

   • In the Custom Text field, the user entered:
     "Make date format YYYY-MM-DD"

   • This is a guideline or reminder on how the date format should appear.

4. View the Validation Text

   • The Validation Text, shown below, confirms the date the system is checking against the date given.

5.  Validate

   • Click the blue "Validate" button to check if the entered information matches the validation rules.

6.  Save

   • If validation is successful, click the green "Save" button to apply and move forward.

7. Cancel 

   • If you wish to discard changes or go back, click the red "Cancel" button.

5.10  Due Date

• Select Key
  Choose a key from the dropdown (e.g., POSTING DATE - 2025-05-28).

• Enter Format (Optional)
  Add a note like Make date format YYYY-MM-DD for clarity.

• Check Validation Text

  • The system shows the calculated Due Date (e.g., 2025-07-12).

  • This is usually calculated based on the payment terms. For example, if the payment term is T/T 45 Days, then the due date would be 45 days after the posting date 

• Add/Remove Conditions
  Click + to add more conditions or X to remove one.

• Validate or Save
  Click Validate to check, or Save to confirm the due date.

After completing all these steps, the system will process the invoice. You can then verify that the invoice has moved from the Unprocessed tab to the Processed tab.

6. Automatic PDF Attachment for Sales Invoices

• The invoice data will automatically sync with Microsoft Dynamics 365 Business Central upon completing the mapping process.
• Navigate to the purchase invoice section and apply a filter for 'P2I'.
• The data source should be 'Accelera P2I', as all invoices have been created through P2I.

• Once the sales invoice is created, the corresponding PDF will be automatically attached in the Document Attachment section.