The main audience for this article is API integrators getting started with Semine Purchase Order. It is still useful for anyone who wants to get a short introduction of Semine PO data flow and PO User Interface.
Introduction
Semine will match invoices with purchase orders, line by line. All potential line matches above a certain probability can be automated leaving only the final verification to the controller. Additional, unplanned cost lines on the invoice can be captured and accounted automatically with the help of keywords.
It is still possible to insert the PO after the invoice but the match will then have to be performed manually.
Process Flow
The purchase order is updated or added to Semine from ERP. Any Goods Received Notes can be updated on arrival or return of goods as well. Semine will auto match or suggest matches of inbound purchase order invoices with the correct purchase order on an per-line level. After final approval and posting, Semine AI is trained to improve future matching automation.
Add Master Data
Capturing Additional Cost with Categories
Automation: Additional cost lines, such as "freight" or similar may be automatically captured and tagged by keyword categories.
Capturing Additional Cost with Categories
supplierItemNumberon each PO line. See: Setting up categories belowAutomation: Additional cost lines, such as "freight: 200 kr" or similar will be automatically captured and tagged with a keyword category. Note that final accounting will be manual for these lines.
Setting up categories
categoryCodehas to be defined.Request route :
POST https://api.semine.no/api/v1.0/organizations/ID/clients/ID/purchaseOrders/categories
Request body :
{
"categoryCode": "Shipping",
"description": "Shipping Description" (optional)
"nsAccountCode" : "1234" (optional)
}
Setting up cost categories with keywords
This POST request is an UPSERT. In order to insert multiple keywords, just repeat the POST request with a new keyword in the request body each time.
Request route:
POST /api/v1.0/organizations/{organizationId}/clients/{clientId}/purchaseOrders/categories/{categoryCode}/keywords
Request body:
{
"keyword": "Freight"
}
{
"keyword": "Shipping"
}
Get the current categories
Request route
GET /api/v1.0/organizations/{organizationId}/clients/{clientId}/purchaseOrders/categories
Response body
[
...
{
"categoryCode": "Shipping",
"description": "Shipping Description",
"nsAccountCode": null
},
...
]
Get the keywords for one of the categories
Request route
Note the use of the word "shipping" in the route.
GET /api/v1.0/organizations/{organizationId}/clients/{clientId}/purchaseOrders/categories/shipping/keywords
Response body
[
"Freight",
"Shipping"
]
Categories
Cost categories include, shipping, handling and similar additional cost added as separate lines to a PO invoice. Cost categories in your ERP system can be imported and available in Semine in a dropdown to be used for coding any PO matched invoice line.
Category keywords
In addition, Semine can perform automatic coding through matching of category keywords found on the invoice lines. To enable this feature, simply add a list of search keywords for a given category. If the category "Shipping" are given the keywords "Shipping", "Freight", "Transport", then all invoice lines containing this exact word will receive the "Shipping" category.
1. Sync a PO from ERP
POST /api/v1.0/organizations/{organizationId}/clients/{clientId}/purchaseOrders
Add a Purchase Order through the Public Integration API.
This POST is an UPSERT which means you can both INSERT and UPDATE the PO through the same POST request:
This is a minimal PO request body
"purchaseOrderNumber": "55555"will be used for the PO Invoice <--> PO matching."purchaseOrderLineNumber": "1"will be used for the PO Invoice Line <--> PO Line Matching
{
"currency": "NOK",
"erpVendorId": "1234",
"purchaseOrderNumber": "55555",
"status": "Open",
"purchaseOrderLines": [
{
"status": "Open",
"SupplierItemNumber":"777777",
"purchaseOrderLineNumber": "1",
"quantityOrdered": 5,
"quantityReceived": 0,
"quantityRemaining": 5,
"quantityInvoiced": 0,
"unitPrice": 10.0,
"unit": "kg",
"vatPercentage": 25,
"netAmount": 50,
"totalAmount": 62.5
}
]
}
A successful PO post returns http status code 201 Created
2. Add a PO Invoice
Alternative A: Add a Purchase Order Invoice through the integration API by running
POST .../invoices
Alternative B: Add a Purchase Order Invoice through email by filling in the Semine-UBL-Invoice.xml template as described.
2.1 Auto Match PO Invoice <--> PO
Automation 1: We will add our purchaseOrderNumber as OrderReference to the regular invoice in order to trigger the automatic matching of PO and Invoice. At the same time the invoice will be converted from a Cost Invoice to a PO Invoice. It is also possible to manually convert an Cost Invoice to an PO Invoice (see below).See: cac-OrderReference/cbc-ID/
<cac:OrderReference>
<cbc:ID> 55555 </cbc:ID>
</cac:OrderReference>
Automation 2: Add a unique purchaseOrderLineNumber to each Invoice Line in to the regular invoice in order to trigger the automatic PO Line Matching.See: cac-InvoiceLine/cac-OrderLineReference/cbc-LineID/
2.2 Match PO Invoice Line <--> PO Line
PO Line
Has to be unique per line in the PO
...
"purchaseOrderLineNumber": "1",
...
Invoice Line
Reference the same PO Line Number
...
<cac:InvoiceLine>
<cac:OrderLineReference>
<cbc:ID> 1 </cbc:ID>
</cac:OrderLineReference>
</cac:InvoiceLine>
...
2.3. Setting as Purchase Invoice Manually
If the invoice is not automatically recognized as a Purchase Invoice you can simply check the "Purchase Invoice" checkbox instead.
Confirm changing the invoice type.
Then, enter the PO Number directly or select it from the list.
3. Process the PO Invoice
Select a PO Invoice Line and then click Run PO Matching. The Purchase Order field should be filled in automatically and the Purchase Order Line field will display the count of possible matching PO Lines.If this does not happen, manually select the PO from the Purchase Order field and try again.
In Semine UI, the list of suggestions is displayed in a popover menu at each PO Line Number cell.
3.3 View PO Line Matching Suggestions
Click the Purchase Order Line field to see the full list of suggestions.The popover menu presents the list of matching lines found sorted by matching quality.
Note: The top match suggestion will be applied automatically if it is above the minimum match quality limit. If there is a tie between multiple top match suggestions, the user will need to select the PO Line manually.
In the example below, there are 4 matches at 75% quality so the user is prompted to select one of them manually.
3.2 Post PO Invoice
Click "Post PO" in order to set the invoice ready for posting to ERP
Troubleshooting
Validation Messages
Categories
If you try to POST a new Purchase Order ...
POST https://api.semine.no/api/v1.0/organizations/ID/clients/ID/purchaseOrders
...and get one of the following responses:
"Category list is empty in database for
organizationId: b700d5be-055c-4e5a-b913-a25802bd9e56
dataSetId : b2655fc7-8619-43a6-8bf5-d28ba23776e2"
--OR--
"CategoryCode -Shippins- on purchase order line (PurchaseOrderLineNumber : -2-)
doesn't exist in database.
Make sure that categories are client specific."
Then check that the client contains at least one categoryCode
- POST at least one categoryCode
Request route:POST https://api.semine.no/api/v1.0/organizations/ID/clients/ID/purchaseOrders/categories
Request body:{
"categoryCode": "Shipping",
"description": "Shipping Description"
} - Check that the client contains at least one categoryCode.
Request route:GET https://api.semine.no/api/v1.0/organizations/ID/clients/ID/purchaseOrders/categories
Response body:{
"categoryCode": "Shipping",
"description": "Shipping Description"
}
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