Frequently Used Automations

In this article, we demonstrate the setup of some simple and frequently used automations configured by and with our customers. The examples are set up as separate automations, but it is possible to set up multiple actions in the same automation if desired and appropriate based on the conditions.

Remove 0-lines

Several suppliers send invoices with lines that have no net amount. Some want to keep these, while others want to remove them. 
In the rule engine, we can easily set up the removal of these lines. This can be applied to specific clients or at the organizational level if the user has access.

1. Create a new group (or select an existing one) with the trigger event "Before AI"
   
2. If you want this to apply to specific invoices (e.g., specific suppliers), add this under conditions. If it should apply to all invoices coming into SEMINE, leave the conditions blank and proceed directly to "actions".
3. Select the action "Remove invoice lines based on amount" and enter 0
   
   The amount is absolute, so if you enter 1, for example, all lines with amounts from -1 to 1 will be removed.

Auto-grouping

When you start with SEMINE, you will now handle invoice lines instead of the actual posting lines. This gives you deeper insight, but often many item lines will be posted similarly. Some then want these to be grouped. 
Even if the item lines are not grouped with this rule, all identical posting lines will be combined before they are transferred to ERP.

1. Select a group that fits when you want the automation to occur. Our recommendation is to set this to the "After AI" option so that SEMINE can apply posting suggestions using artificial intelligence, dimension capture, and apply periods.
2. If you want this to apply to specific invoices (e.g., specific suppliers), add this under conditions. If it should apply to all invoices coming into SEMINE, leave the conditions blank and proceed directly to "actions".
3. Select the action "Auto-grouping" and then choose what should be grouped.
   
   If you select multiple options, only the lines that are identical in all selected options will be grouped. 

Text Template to ERP

Some want specific texts transferred to ERP, e.g., the supplier name and/or supplier ID.

1. Select a group that fits when you want the rule to occur. This often depends on whether you want auto-grouping, etc. 
2. If you want this to apply to specific invoices (e.g., specific suppliers), add this under conditions. If it should apply to all invoices coming into SEMINE, leave the conditions blank and proceed directly to "actions".
3. Select the action "Set invoice text" and here you have two options. 
   "Text template for posting header" specifies the text template for the supplier line that goes to ERP
   "Text template for posting lines" specifies the text template for the item lines with general ledger accounts.
   
   Below each text box, you have variables you can insert. These will be dynamic, for example, !!SUPPLIERNAME!! takes the supplier name from the invoice (as registered in the ERP).
   If you write !!SUPPLIERERPID!! - !!SUPPLIERNAME!!, the text will be the supplier number first - Supplier name, e.g., 5000 - Telenor Mobil AS

• !!SUPPLIERERPID!! --> The supplier number from the ERP system
• !!SUPPLIERNAME!! --> The name of the supplier (as it appears in the ERP system)
• !!DEBITKREDIT!!     --> Adds "Debit" or "Credit" depending on the type of posting.
• !!INVOICETEXT!!    --> Adds the text from the invoice line
• !!INVCRED!!           --> Adds "Invoice" or "Credit note" depending on the type of invoice

Set Due Date on Credit Notes

Semine requires a due date on all credit notes before posting lines can be generated. It is possible to create an automation that sets the due date to the same as the credit note issue date to avoid doing this manually.
Under Actions, select Update invoice and due date and then click Add. Finally, check "Set due date same as invoice date" and click save.