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End to End Invoice Accounting Process on SAP Application
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Version 1.0
10/01/2020
Table of Contents
Page 2 of 28
Table of Contents
1. Introduction .............................................................................................................. 3
1.1 Overview ........................................................................................................... 3 1.2 Common Use cases .......................................................................................... 8
2. Requirements & Prerequisites .............................................................................. 11
2.1 System Requirements ..................................................................................... 11 2.2 Prerequisites ................................................................................................... 11
2.3 Security Measures .......................................................................................... 12 2.4 Disclaimers ........................................................ Error! Bookmark not defined.
3. Getting Started ....................................................................................................... 13
3.1 Skill Matrix ...................................................................................................... 13 3.2 Installation Hierarchy ...................................................................................... 14
3.3 Quick Start ......................................................... Error! Bookmark not defined. 3.3.1 Setup ........................................................... Error! Bookmark not defined. 3.3.2 Configuration ............................................... Error! Bookmark not defined.
4. Reports ................................................................................................................... 14
5. Logs ............................................................................... Error! Bookmark not defined.
6. Troubleshooting & Support ......................................... Error! Bookmark not defined.
6.1 Support .............................................................. Error! Bookmark not defined. 6.2 FAQs .................................................................. Error! Bookmark not defined.
Appendix A: Record of Changes ...................................... Error! Bookmark not defined.
Appendix B: Acronyms ...................................................... Error! Bookmark not defined.
Appendix C: References .................................................... Error! Bookmark not defined.
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1. Introduction
The purpose of this document is to capture the Robotic Process Automation (RPA) design considerations. The document outlines the activity scope, high level design, design considerations and requirements.
1.1 Overview
The objective of this Digital Worker is to automate the End to End Process for Invoice Accounting Process in SAP
Application. The scope of this digital worker is to
1. Extract data from invoice pdf’s stored in a shared network location.
2. PO Validation: - To make sure the purchase order is created for the invoice in SAP system.
3. Duplicate check: - To identify if there are any duplicate invoices are created for the PO.
4. Accounting: - To check the information collected from the above steps and post the invoices.
5. Report: - To report back to the users of the invoice status.
6. Process - Task 1: Extract data from invoice pdf’s
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Task 1: IQ Bot Instance, for training pdf and extracting data to csv.
Process - Task 2: PO Validation
Task 2: EKKO and EKPO Transaction code to check PO number and PO status against extracted invoices
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Process - Task 3: Duplicate Check
Task 4: FBL1N transaction code to check all vendors/invoices data against extracted invoices.
Process - Task 4: Accounting in SAP
Task 5: FB60 transaction code to account all extracted invoices in SAP.
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Process - Task 5: Report to users
Task 6: Send mail to users with status of invoices in consolidated excel sheet. Save invoice status file in output folder. For every invoice status file need to be archived in archive folder.
1.2 Common Use cases
a. Extraction of data from invoices:
• Using IQ bot, invoice data to be extracted in excel.
• Check if any duplicate invoices are present in the extracted invoice data. Use invoice numbers for checking. If duplicate invoices are found, send error report to user ‘Duplicate invoice uploaded by vendor’
Pre-requisites:
• Train different format of invoice pdf through IQ bot learning instance.
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b. PO Validation:
Once the invoices are received, check below: -
• Go to SE16n transaction code in SAP.
• Search for EKKO and EKPO tables.
• Generate all PO status from EKKO table and PO details from EKPO table.
• As per purchase order/PO column in invoice details format, cross check from PO data -> PO# column. Check whether PO is created/approved/amount is matching with invoice and PO has been created before the invoice generated date.
c. Duplicate check:
• Download vendor ledger using FBL1N from SAP. Put below under respective fields in FBL1N screen
• Vendor code as per vendor master file under vendor account in SAP. If there are multiple vendor codes for any vendor, select all and proceed.
• Under posting date, put date range as invoice date till system date
• Under type, select normal item
• Cross check if the concerned invoice has been accounted -> put filter in reference column as invoice number.
• If yes, send error report to user duplicate invoices present in SAP. For the balance invoices proceed further.
d. Accounting in SAP:
• Login to SAP, go to t-code FB60
• Enter below fields on the FB-60 screen->
• Vendor code: - Compare the vendor name and GST/VAT details as per invoice with the details in vendor master. This will give the exact vendor code to be used.
• Mention invoice no, invoice date, gross amount, currency name as per invoice details sheet.
• Click on calculate tax box.
• Go to details tab enter assignment as PO number.
• Mention GL code as per vendor list.
• Line amount in the amount column.
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• Check tax% & mention tax code in the tax column per vendor master list.
• Mention the PO number in the assignment column.
• Simulate & Post.
e. Output files to be sent to users:
• Send mail to users with status of invoices in consolidated excel sheet.
• Save invoice status file in output folder.
• For every run invoice status file need to be archived in archive folder.
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2. Requirements & Prerequisites
2.1 System Requirements
For the PC or server where the bot needs to run:
• RAM: 8GB or higher
• PROCESSOR: Intel Core i5 or higher and equivalent for any other OS
• Hard Disk: Up to 2GB of overall free space in the AA Client installation drive.
Reference below for Enterprise Client & Control Room system requirements.
2.2 Prerequisites
Application /Access required Minimum Version
1. Microsoft Excel 2016 or higher
2. Microsoft Outlook 2016 or higher
3. Google Chrome Version 79.0. xxxx or higher
4. SAP Logon 750 or higher
5. Automation Anywhere Enterprise 11.3.4 or higher
6. IQ bot 11.3.3 or higher
No. Topic Reference Link
1 System Requirements – Client Click here
2 System Requirements – Control Room Click here
3 IQ Bot Click here
4 SQL Server Click here
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2.3 Security Measures
There are some security best practice recommendations that you may follow with your DW.
• It is not recommended to provide admin access to the Windows User Account executing the Bots, to avoid unintended access to system files
• It is recommended to change the SAP Logon account credentials twice or more in a Quarter to ensure data safety
• It is recommended to change the passwords for the IT_Admin Email account twice or more in a Quarter to ensure data safety
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3. Getting Started
3.1 Skill Matrix
Skill Task Files MetaBot Files
Bot Framework SetEnvironmentVariables.atmx
Main Task MainTask_Invoice_Processing.atmx
Kill Required Applications KillApplications.atmx
Invoice Extract and Insert InsertInvoiceintoDatabase.atmx
SAP Login SAP_Login.atmx
Duplicate Check Get_Vendor_Details.atmx SAPMetaBot.mbot
PO Validation Get_PO_Details.atmx SAPMetaBot.mbot
Invoice Accounting SAP_Invoice.atmx SAPMetaBot.mbot
Send Status in Email SendEmail_DownloadStatus.atmx OutlookV2.mbot
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3.2 Installation Hierarchy
Once the bot is downloaded and installed, the installer creates the files in the folder structure as shown below.
Folder Structure Description
<AAApplicationPath>
1. My Tasks
1.1. Bot Store
1.1.1. End_to_End_Invoice_Accounting-Vaizva
➢ Error Folder
• Logs
o Error Logs Month-Day-Year
Hour Min Sec.txt
o Event Logs Month-Day-Year
Hour Min Sec.txt
• Snapshots
o Error Snap Month-Day-
Year.png
➢ Input Folder
• CloseOpenPO_ProcessFile.xlsx
1.2. Input Folder
• End_to_End_Invoice_Accounting.xml
2. My Tasks
• MainTask_Invoice_Processing.atmx
• SetEnvironmentVariables.atmx
• KillApplications.atmx
• InsertInvoiceintoDatabase.atmx
• Insert_Data_Into_SQL_Database.atmx
• SAP_Login.atmx
• Get_Vendor_Details.atmx
<AAApplicationPath> is the location where AA files are stored on your machine 1. My Tasks
My Task Folder is the default directory where Bot Files are saved. 1.1 Bot Store Bot Store Folder contains the Bot Name Folder which the installer creates while installation of the Bot. 1.1.1 End_to_End_Invoice_Accounting-
Vaizva
This folder gets created by the installer and contains files and folders needed for the bot execution. 4. Error folder is where logs and snapshots
of screens will be placed if something goes
wrong with the bot during execution
➢ Input Folder is where the input files that
the bot needs for execution of the use
case is saved
• End_to_End_Invoice_Accounting.xml
is where the values need to be setup
for the bot to run
➢ IQBot is where all pdf invoice files need to
be placed.
• Invoice PDF’s where input values for
the bot to run is provided
➢ My Tasks folder contains all the
Developed Platform Source Code
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• Get_PO_Details.atmx
• SAP_Invoice.atmx
• SendEmail_DownloadStatus.atmx
3. My MetaBots
• SAPMetaBot.mbot
• OutlookV2.mbot
• CSVorXLSXorXLStoSQLDatabase
OrServer.mbot
2. My MetaBots
folder contains the Developed MetaBots needed for the bot
3.3 Quick Start
3.3.1 Setup
3.3.1.1 STEP 1 (Installing SAP Logon Application)
1. Download the SAPGUI 750 Core Frontend-DVD from the SAP Service Market Place by clicking HERE:
a. Download page will be opened as shown below Click on “Types of Software”:
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b. Click on “Access downloads” under “Installations & Upgrades”
c. Enter “SAP Username” Click on “Continue”
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d. Enter SAP Password and click on Logon to Continue with download
2. Install the downloaded SAPGUI 750 Core Frontend-DVD ZIP file.
a. Extract the content from SAPGUI 750 Core Frontend-DVD ZIP file
b. Run:
...\BD_NW_7.0_Presentation_7.50_Comp._2_\PRES1\GUI\WINDOWS\WIN32\Setup
All.exe
c. select/install
• SAP GUI for Windows 7.50
3.3.1.2 STEP 2 (Steps to Run the Bot):
1. Download the configuration file from input folder and place the file in the path below:
AAApplicationPath > MyTasks > Bot Store > End_to_End_Invoice_Accounting-Vaizva >
Input Folder > End_to_End_Invoice_Accounting.xml
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2. After placing the configuration file into the above path user need to run the bot
SetEnvironmentVariables.atmx
3. Once we run the bot the basic folder structure will be created based on input provided in
config file
4. Run the Master Task: MainTask_Invoice_Processing.atmx to run end to end process for
invoice accounting based on the PDF’s provide in Input Folder > IQBot, it will extract data
and insert into database and same pushed into SAP.
3.3.2 Configuration
3.3.2.1 STEP 1 (Configuring Credential in Control Room’s Credential Vault):
Sensitive information such as user credentials, account number, and social security numbers included in automation tasks, should be stored as credentials centrally in the Credential Vault. These data items are stored securely in the CR and cannot be accessed locally when the bot is executing. Below, are the step-by-step instructions to set up the SAP Logon Application credentials in Credential Vault.
• Assign ‘Locker Consumer Role’ the AA user (bot runner) which ensures the user have full
access to the locker
• Create a locker with name “SAP Locker”
• Create a credential with name “SAP Credentials”
• Add the following attributes to “SAP Credentials”:
Locker Name Credentials Name Attribute Name Value
SAP Locker SAP Credentials User Name
username of the user to
Logon into the SAP Logon
application
SAP Locker SAP Credentials Password
Password of the user to
Logon into the SAP Logon
application
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• Add the following attributes to “SQL Credentials”:
•
Locker Name Credentials Name Attribute Name Value
SQL Locker SQL Credentials Server Name server name of SQL Server
SQL Locker SQL Credentials Database Name Database name of SQL
Server
SQL Locker SQL Credentials Integrated
Security
False In case Local if
remote then True
SQL Locker SQL Credentials User Name
Username for SQL Server
on which server you are
going to login in
SQL Locker SQL Credentials Password
Password for SQL Server
on which server you are
going to login in
3.3.2.2 (Configuring Parameters with an External File)
External files can be configured at – 1. Configuration File
AAApplicationPath > MyTasks > Bot Store > End_to_End_Invoice_Accounting-Vaizva >
Input Folder > End_to_End_Invoice_Accounting.xml
Below is the how the configuration file looks:
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Getting Started This is where, the input values for variables are stored which is needed by the bot at the time of execution. (Sensitive variables – like user credentials and URLs will be stored in the Credential Vault) In the Invoice_Processing.xml, put in values according to the bot execution environment.
Below is a table that summaries variable names, types, sample input and other information:
INPUT VARIABLES
Variable Name Type Mandatory Purpose Example Input
vErrorFolder String Yes Error Logs Folder where the error logs need to save
vInputFolder String Yes Input Files Provide the Folder path to place the Input Files Required for the Bot to Execute
vOutputFolder String Yes Output Files Provide the Folder path to store the Output Files
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2. IQBOT
Before running the bot, we must create new instance in IQBot and for all unique formats
and need to train manually and productionize it.
Create Instance: - Once you upload different format of files IQBot will automatically
recognize and put in group (For Ex:- 5 different formats with 30 pdf’s each of them has 6
same formats then it will group and create 6 groups)
Train groups: - you can train 1 format from each group it will automatically replicate for
other same formats in that group.
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Set to Productionize: - Enable the symbol, shown in below screenshot.
3. Process File
AAApplicationPath > MyTasks > Bot Store > End_to_End_Invoice_Accounting-Vaizva > Input
Folder > IQBot
Prerequisite: Place all the PDF’s which are trained through IQBot Instance into input folder after executing Getting Started This is where, the input values for variables are stored which is needed by the bot at the time of execution. (Sensitive variables – like user credentials and URLs will be stored in the Credential Vault) In XML need to be changed.
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4. Reports
There are no Bot Insight Reports generated for this bot
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5. Logs
In case of Errors, Error Logs & Screenshots as well as Event Logs are generated within Error Folder (Highlighted below in yellow)
▪ My Tasks
o Bot Store
▪ End_to_End_Invoice_Accounting-Vaizva
• Logs
▪ Error Log (Folder)
o Error Logs Month-Day-Year.txt
o Event Logs Month-Day-Year.txt
▪ Snapshot (Folder)
o Error Snap Month-Day-Year HourMinSec.png
Error Logs will contain the below information –
• Task Name
• Error Line Number
• Error Description
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6. Troubleshooting & Support
6.1 Support
For support in installing the bot contact:
Time Zone: IST - India Standard Time (UTC +5:30)
Appropriate time to contact: 9:00 AM till 8:00 PM (Monday to Friday)
Questions on Bot Functionality or Feature can also be posted to [email protected]
6.2 FAQs
Q: Can I run the Bot by providing for multiple vendors?
A: Yes, if your invoice files has vendor number it will pick automatically.
Q: How to check the status of Invoices?
A: you can check the output folder for the extracted list of Invoice status in excel sheet or same can be checked in mail which is configure in bot.
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Appendix A: Record of Changes
No. Version Number Date of Change Author Notes
1 1.0 21/01/2019 Sanjay Patel Version 1 Release
Appendix B: Acronyms
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Appendix B: Acronyms
No. Acronym Description
1 PO Purchase order
2 CR Credential Vault
3 PC Personal Computer
4 RAM Random Access Memory
5 OS Operating System
6 AR Account Receivables
Appendix C: References
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Appendix C: References
No. Topic Reference Link
1 How to create credential & Locker? Click here
2 SAP Portal Click here
