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Example workflows

These are examples to show how the step types fit together. They are not provided ready-made: build them in the editor from Blank, and change them to suit how your business works. Settings not mentioned use their defaults.

Supplier invoice​

Reads a supplier's invoice, checks it against the purchase order and creates it in MCS.

Fields: add the Invoice document's fields.

  1. Identify the contact: known suppliers only, with "Also check details in the documents".

  2. Read the documents: Invoice. Split files that hold several documents.

  3. Look up in MCS, titled "Find the purchase order": the supplier's purchase order lookup, searching by the PO number. The supplier is filled in automatically. Copy the order's goods total into a field.

  4. Look up in MCS, titled "Find the order lines": the purchase order lines lookup, any number, each row becoming a line.

  5. Check:

    • Required values are present: invoice number, date, net, VAT and total.
    • Lines add up: the invoice lines to the net amount.
    • Sum equals: net plus VAT equals the total.
    • Unchanged since last seen: bank details (security check).
    • Not a duplicate: supplier and invoice number. If it fails: Stop.
    • Sum equals, titled "PO total matches": the order's goods total equals the net. If it fails: Warn only.

  6. A person approves: until the sender is trusted, always the first time.

  7. Choice: if "PO total matches" passed:

    • Create in MCS: Supplier invoice allocation, header from the invoice, lines from the order lines.

    Otherwise:

    • Create in MCS: Incoming invoice.

  8. File in MCS: the original email, on the new invoice.

The purchase order lookups come with Rent Stream AI. Install them on your MCS from Settings, MCS endpoints.

Sending back invoices with no PO number​

Add this choice to the supplier invoice workflow, straight after Read the documents:

  1. Choice: decide by "A field is empty", the PO number.
    • Reply: a template saying "Please resend this invoice with its PO number".
    • End the work item: returned to sender.

When the supplier sends it again with the PO number, a new work item starts, and it does not count as a duplicate.

A request about hired equipment​

For example a breakdown: "The 3t dumper on the Marsden job has stopped, can someone come today?"

Fields: item described, site, fault, urgency, site contact phone, and an MCS record field for the item on hire.

  1. Identify the contact: known customers only.
  2. Read the email: item described, site, fault, urgency, site contact phone.
  3. Look up in MCS: your own lookup of items on hire to the customer. The customer is filled in automatically. Let the AI choose: on, with item described and site as what the sender said.
  4. Check: Required values are present: item on hire and fault. If it fails: Ask the sender. Well formed: site contact phone. If it fails: Warn only.
  5. Ask the sender: check the question wording for each field.
  6. A person approves: until the sender is trusted.
  7. Create in MCS: an online request, filled from the item on hire, fault, urgency and phone.
  8. Reply: a confirmation quoting the MCS number.

The items-on-hire lookup is one you add in Settings, MCS endpoints, because each MCS system is set up differently.

Then, for any workflow​

  1. Check the editor shows Ready to publish.
  2. Test it on recent emails and read what would have happened.
  3. Publish, then Turn on.
  4. In Mailboxes, point a virtual mailbox at it.