Create an Automation to Extract Invoice Details

1. In the process Get Invoice Details, choose +.

   

2. Select Automation.

   

3. Click on Blank Automation.

   

4. A pop up will appear to configure the Desktop Agent version. Do the following in the pop up:

   • From the dropdown, select the version of the Desktop Agent installed on your machine.
   • Under Platforms, choose Windows or Mac depending on the Platforms you are working on.
   • Choose Confirm.

   The version of the Desktop Agent would be with suffix as Registered.

   

5. A new pop-up will appear to create the automation. Do the following in the pop-up:

   • Enter Name of the automation: Extract Invoice Data,
   • Enter Description of your choice,
   • Choose Create.
   

   An automation Extract Invoice Data will be created successfully.

6. Choose Save.

   

1. Go to the Overview Tab. Choose the Create button. Create an artifact of the type Data Type.

   

2. A new pop-up will appear:

   • Enter Name of the data type: Invoice,
   • Enter Description of your choice,
   • Choose Create.
   

3. In the Data Type Invoice add new fields as following:

   Field Name	Type
   DocumentNumber	String
   GrossAmount	Number
   SenderName	String

   

4. Choose Save.

   

Input and output parameters allow you to exchange data in the workflow of your automation between activities, screens, and scripts.

1. Go to the Overview tab. Open Extract Invoice Data Automation.

   

2. In Automation Details, select the Input/Output section.

   

3. Add Input and Output parameters.

   

4. Edit Input and Output parameters as follows:

   Parameter Name	Data type	Parameter Type	Description
   FilePath	String	Input	Please provide the full qualified path to the PDF file containing the invoice
   InvoiceDetails	Invoice	Output	Extracted Invoice Details

   

5. Choose Save.

1. Go the Overview Tab. Choose Create and Document Template.

   

2. In the Add a Document Template window, under Start:

   • Choose Create a New Template,
   • Choose Next.
   

3. Under Enter Details:

   • Enter the Name of the template,
   • Upload the invoice document which you have downloaded from prerequisites,
   • Choose Next.
   

4. Select Invoice as the document type of your template and choose Next.

   

5. Under Choose Schema:

   • Choose New.
   

6. Under Create New Schema:

   • Enter Invoice Schema Name such as ABCSchema.
   • Choose Next.
   

7. Under Define information:

   • Select the Add option to add Header Fields. For this scenario you will be adding documentNumber of Type String, grossAmount of Type Number and senderName of Type String.
   
   • Choose Next.

8. Under Summary:

   • SAP Build provides the summary of all the details related to the schema to be created,
   • Choose Add.
   

9. Document Information Extraction SDK would be added as dependency to your project. The schema and template are created successfully.

10. Once Upload will be completed, choose Open Template Editor.

    

1. Choose Refresh

   

2. Choose Edit.

   

3. Select the data in your invoice document which you would like to extract the information. In this scenario, you will read the Document Number, Gross Amount and Sender Name.

   • Select the value 174221 in the document and map to the field documentNumber. Choose Apply.

     

   • Select the value ABC Communication in the document and map to the field senderName. Choose Apply.

     

   • Select the value 220.00 in the document and map to the field grossAmount. Choose Apply.

     

4. Once mapping is done. Choose Save and Close the template.

   

1. Navigate back to Build Process Automation and select Extract Invoice Data automation tab.

   

2. In Automation Details, under Tools, in search field, search for Extract data (Template) activity.

   You can extract data with Document Information Extraction using the chosen document template and given PDF file.

   

3. Drag and drop the activity Extract Data (Template) into the automation flow.

   

4. Select the activity. Choose Add Document Template

   

5. In the Add a Document Template window:

   • Select Choose a template from the current project,
   • Choose Next.
   

6. Under Select Template:

   • Choose the ABCSchema template, you created in the previous steps,
   • Choose Next.
   

7. Under Summary, choose Add.

   

8. Select the activity. Maintain the parameters for the activity as follows:

   • Under documentPath: choose FilePath

   

9. You have already created the data type Invoice in Step 2. Now, you will create a variable of type Invoice.

10. Click on the canvas. Search for the datatype Invoice, located under the Data Types section.

    

11. Drag and drop the data type Invoice into the automation flow.

    

12. Select Create Invoice variable. In the Input Parameters, under value, choose Create Custom Data.

    

13. Choose the Edit button to map the parameters:

    • DocumentNumber to the extracted invoice data from the activity Extract Data (template),
    • Repeat the same for GrossAmount and SenderName and map it to the corresponding fields of extractedData.
    

14. Rename the output parameter to myInvoiceData.

15. The final input and output parameters of Create Invoice Variable looks as below.

    

16. Print the invoice data using the activity Log message.

    With this activity you generate a log message within the tester and the trace file, which is useful for setting up an automation. By default, a log will be “Information”.

17. Click on the canvas, search for Log Message activity and drag and drop it into the automation flow.

    

18. Select Log Message activity. In Input Parameters under message add myInvoiceData value.

    

19. Select Save.

1. Select the End. Pass the variable myInvoiceData to the output parameter InvoiceDetails, which you have created in Step 2.

   

2. Save the automation.

1. Navigate to the Get Invoice Details process and select the automation Extract Invoice Data. Map the input parameter of the automation to the form parameter FilePath.

   

2. Select Save.

1. Navigate to the Extract Invoice Data automation.

2. Select Test button and enter the Filepath where the invoice document is stored locally on your machine.

   

3. The automation opens the Invoice Document, extracts data and prints the details i.e Document number, Gross amount and Sender name.

   

4. Your automation is built successfully.

5. Once this tutorial is completed, the process will look like this: