Automation Rule: Convert Cost Invoice to PO Invoice

The automation rule “Convert to PO” is designed to automatically change the document type to PO Invoice when certain conditions are met. This setup helps ensure that invoices related to purchase orders are classified correctly.

The rule uses an OR condition group, meaning the action will be triggered if any one of the listed conditions is true.

An invoice will be converted to a PO invoice if:

• A 5- to 8-digit number is found in any of the following fields. The regex pattern used is \s[0-9]{5,8}\s:
  • Order Reference (Invoice header)
  • Buyer ref (Invoice header)
  • Description (cbc:Note) (Invoice header)
• OR the Supplier (from the invoice header) matches one of the selected suppliers.

Tip: The regex pattern \s[0-9]{5,8}\s looks for any 5- to 8-digit number surrounded by spaces in the field. For example, if the Buyer ref contains PO 123456 , the automation will be triggered.

See also: Use of RegEx in SEMINE

Even if no reference number is found, the presence of a known PO supplier is enough to trigger the conversion.

If any of these conditions are satisfied, the invoice type will automatically be changed to PO Invoice. If the conversion fails (for example, due to missing required fields), an error message will be recorded in the activity log.

Note: This setup is especially useful because it allows cost invoices to be converted into PO invoices early—even before the actual PO is received.

Example: If an invoice from Supplier A includes the text "Please refer to 123456" in the Description field, the automation will detect the number using the regex and convert the invoice to a PO invoice.

See also: Automation Conditions Explanation