Optimize XML invoice definitions or profiles

If any of these things occur on a regular basis for some of your XML invoices (there could be others as well), you need to optimize them. That is, you need to optimize the extraction rules for them in the XML invoice definition or profile that they belong to so that the invoices can be processed automatically:

In each case when the following procedure is used to optimize the extraction for an XML invoice, you need to consider whether the change should be made on the underlying XML invoice profile or XML invoice definition.

  • Changes that are made on the XML invoice profile level affect all XML invoices that are identified as belonging to it. If an XML invoice profile contains multiple XML invoice definitions, the change will affect all invoices that belong to any of them.
  • Changes that are made on the XML invoice definition level affect only those invoices that belong to it specifically.

Invoices end up in Optimize automatically if the supplier is new to the system or if a valid supplier or buyer cannot be extracted from the invoice. They can also be sent to Optimize from Verify, certain invoices can be sent to Optimize automatically, and still others are always sent to Optimize.

To optimize XML invoice definitions or profiles

  1. Start an Optimize session.
  2. Look for XML invoices in the Invoice type column In the list of invoice definitions.
  3. In the Optimize column, double-click an XML invoice that has status 99. Make note of the ID number for the invoice definition. It is displayed in the ID column.

    Note that you can also access normal Optimize functionality here such as specifying to automatically approve the connected XML invoices with Complete status by right-clicking the invoice in the Optimize module and selecting Open instead.

  4. Optional: Change the XML invoice source.
  5. Optional: Reroute the invoice to a different XML invoice profile to the XML invoice being optimized.
  6. Map the appropriate XML elements to the corresponding fields in the invoice. If master data is used, see also things to consider when optimizing invoices that are connected to master data.
  7. If needed, map line items to appropriate XML elements/attributes.
  8. Create rules, if necessary, to help find the correct values in the XML code.
  9. Consider if the change(s) should apply to all invoices or only those for the current XML invoice definition. Click Save XML definitionto save the change for the current XML invoice definition only (that is, the current supplier). Click Save XML profile if you want the rule to apply to all XML invoices that match the XML invoice profile regardless of the XML invoice definition.

    When you click Save XML profile, you are asked to confirm if you want to save the changes to the profile in case you clicked the button by accident.

  10. Close the dialog when you are done. A dialog is displayed asking if you are finished optimizing the XML invoice definition or profile (if a definition has not been saved). Select Yes (if you select No, the XML invoice definition or profile remains in Optimize with status 99, and you can reopen it to continue working with it).
    If master data is used, you are also asked to confirm it.

All invoices that belong to the invoice definition or profile and that have Scanned status will be reinterpreted with the updated XML invoice definition/profile.

The flow of XML invoices in Optimize

(click here to open an illustration of the flowchart in a separate window)

Optimize can receive XML invoices from either Verify or Interpret (unless invoices from unknown suppliers are kept from automatically going to Optimize).

When you open an XML invoice definition or profile in Optimize, it is displayed in the XML Mapper. Here you map invoice fields with the corresponding XML elements. When you close the dialog, a message is displayed asking you if you are done. You have these alternatives:

  • Yes

    If you select this option:

    • The invoice definition's name, number, and description are updated (does not apply when no definition has been saved - that is, there is only a profile currently present).
    • The dialog and the invoice definition close.
    • The Optimize status is set to 0.
    • You skip to the next XML invoice definition or profile that needs to be optimized.

    The XML invoice definition or profile can now be used in production.

  • No

    If you select this option:

    • The dialog and the invoice definition/profile close.
    • The Optimize status remains unchanged.

    You need to double-click the XML invoice definition or profile again to open the XML Mapper to continue working with it.

  • Cancel
    The message dialog closes and you return to the invoice definition in the XML Mapper.