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cherylc

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Hi Readsoft Users
I have started this thread for us to share resolutions for XML invoice processing.  We have heard that the exchanging of XML files is well advanced in Scandinavia, and here in Australia we want to get in on the action too.

Unfortunately, in Australia there are currently no companies processing invoices in XML format into Readsoft.  Up for the challenge, I decided to embark on a journey to drive this XML beast.  I see huge benefits in receiving the raw data from our suppliers as opposed to having to interpret that data from a PDF or scanned image.  Data accuracy is going to be greater and processing time shorter.  Further, the solution harmonises with the way we currently process PDF and scanned images and the output ends up in our Invoice Cockpit (Process Director) along with our other image types.  So we don't have separate solutions for different image types.  Nice!

BOC Ltd, one of our major suppliers, has kindly joined with Incitec Pivot Ltd to help to drive XML.  We have XML invoice processing working in our test environment, albeit we have some tweaking to do to get the system to read multiple line items.  Nonetheless, we are receiving simple XML files into Verify and we are pushing them out to SAP ECC6.  BOC Ltd and ourselves are thrilled with how quick this was to implement in our Test environment without any ABAP development, and with all the Readsoft validations built in.  Readsoft is a great piece of middleware to process XML and we are looking forward to seeing this in our live environment soon.

I have attached my presentation to the Melbourne Readsoft User Group on the 3rd December 2014 which outlines our journey to get Smart XML working.  Please be mindful that I am driving this thing blind and there are probably smarter (pardon the pun) ways of configuing this.

For this reason, I have started this forum to build a body of knowledge around Smart XML processing.  Please feel free to jump in to ask any questions or to help to clarify if you think we could be doing it smarter.  

I have also attached a sample file (please save as XML after downloading).

I am looking forward to a vibrant discussion on XML.  Hopefully the more experienced XML users in Scandinavia will jump in on the discussion too [wink]

Kind regards

 
Attached Files
pdf Driving_Smart_XML_in_Invoices_5-7.pdf (979.62 KB, 73 views)
txt Debit_xml_single_line.txt (1.97 KB, 38 views)


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Cheryl
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Reply with quote  #2 
Cheryl,

This has been an excellent introduction to XML. I have spent the past two days following the guides and hints you have put in your documents and am about 90% setup. 

I would encourage others to begin looking at XML also if it suits your suppliers. 

[smile]

xml PM.jpg 


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Ciaran Mara

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cherylc

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Reply with quote  #3 
Hi Ciaran
That's great to know.  Thanks.
What version / SP level are you on?
I am going crazy here on 5-7 Patch 12 (Production) and 5-8 Patch 7 (test).  Both versions crash when I open the XML mapper.
The XML Mapper was working when on 5-7 Patch 3.  So I can't add any new fields to XML invoice definition.
I am not getting much sense out of 3rd level support apart from asking me to implement 5-7 Patch 17!
Not sure if it is something to do with Microsoft.Net Framework version or its a problem with the software.

Will keep everyone posted once I get to the bottom of it.
Kind regards

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I have installed on the test system 5-7  Build 14051  not sure what patch number that is. (maybe 2)
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Ciaran Mara

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cherylc

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Reply with quote  #5 
Thanks Ciaran!

14051 is Patch 7.

The mapper is not opening for me on Patch 12 but I not sure if its the Patch level or something else.  We went from SP7 to SP12 about 3 weeks ago.  The reason we upgraded was we had crashing issues when we tried to reinterpret a multi-page invoice.  Patch 12 fixed the problem but we went backwards on XML.

Are you able to try Patch 12 (note Patch 17 is the latest) and then uninstall it if the mapper stops working? Or snapshot the test server then rollback if you have any crashing issues.  

I am running out of environments to test on [frown]

Cheers


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Reply with quote  #6 
When using the Optimize Mapper you must make sure your Interpret is not running in the background or it will crash the Mapper when you click Save
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Ciaran Mara

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cherylc

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Reply with quote  #7 
My problem is it crashes on opening.  I did stop the Interpret service and tried it again and it still crashing [frown]
However, good tip if it crashes once you are in the Mapper that it might be the Interpret service.
I am still working with Readsoft to find the cause of my issue..
Keep you posted.

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cherylc

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Reply with quote  #8 
Hi,
Crashing issue resolved by 2nd level support in Australia (thanks Peter Kwok).
The problem was my eilocal.ini file.  I did not have the Collector plugin in the Optimise section.

In my defence (!!!) when I installed SP12 (or maybe SP13 as I had to revert), the eilocal file got overwritten (without any prompt or backup copy).  So I grabbed another eilocal.ini from a client PC to replace it.

I then used the same eilocal file when I was upgrading our test environment to 5-8.

Bit red-faced but very happy that it's all working again.  Phew!

Lesson learned:  Backup copies of ini files before installing SPs.

Cheers

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Ignacio

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Reply with quote  #9 
Hi Cheryl,

Been reading the complete manual... impresing work! Thanks for sharig!!

I have a couple of doubts though:

1.- Do you think it's possible to make Collector work without the email side? I mean, what if I put the xml files into a folder and want collector to take them from the folder instead of separating xml attachments from an email?

2.- I know that laws in Australia and Europe are different, but from the tax agency point of view, don't you have any requirement? I mean in Europe electronic invoices in xml must come in a signed file, signature must be checked before processing the file and original file must be kept. I'm thinking on using the smart xml for internal invoices as we have a strong vertical integration within the group companies, that would relax the signature stuff, but I wonder how do you handle this.

Kind Regards.

Ignacio.
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cherylc

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Reply with quote  #10 
Hi Ignacio
My understanding is that SmartXML requires Collector.  Our Smart XML invoices have their own email address and Collector is automatically pulling these from the inbox and pushing them to SAP. That is, whether they are in a folder on in an email doesn't make any difference to us.

Another potential way to set this up is to send the XML to their own email inbox where they are checked by Accounts Payable (for signature, etc.).  After checking, the emails are dragged to another processing mail box where Interpret automatically picks them up.  You can set the Interpret job not to delete the original xml attachment after interpreting.

Fortunately, we do not have any tax requirement to check signatures before processing the file in Australia.  Rather all invoices must contain an Australian Business Number (ABN) which is used to verify the Supplier for Tax Office purposes.  We capture this number within the XML data and the system compares it to the ABN stored in the vendor master record once the invoices is transferred to Process Director.

Kind regards
Cheryl

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Ignacio

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Reply with quote  #11 
Hi Cheryl,

Many thanks for your reply.

As we still have Collector installed I tried it yesterday, I could upload the test file you kindly left here, it works fine taking the files directly from a folder then first question is answered. About the legal requirements I will ask our tax advisors, hope they give us green light, as it seems a nice solution that could be really useful for our intra-group invoicing. I'll keep pushing it on test to see where I can come.

Thanks again for your help, I'm really happy to have found this forum!

Cheers.
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