Create an Invoice Approval Process
Create the project and the first form for the Invoice Approval Process
Overview
You will learn
- How to create a project and the related process
- How to add a form to trigger this process
Prerequisites
Prerequisites
- Access to a SAP BTP tenant with SAP Build Process Automation
Steps
Intro
IMPORTANT: Please refer to sample Invoice Approval Process - Sample in the SAP Build Store if you face any issues while following the tutorial. To retrieve the sample, refer to step 6 of Release, Deploy and Run the Process.
You work in the finance department of the company and need to regularly process incoming scanned invoices. This is actually causing a lot of manual effort in order to extract the data out of the pdf or image, send to the approval of the manager before the data would be actually entered into the system. This needs to be automated since we are talking about multiple invoices which are coming every single day. Also we need to define the approval flow depending on the specific criteria (in this tutorial series, company is considered as criteria).
The project includes all artifacts you will create during the course of these tutorials. You can share, release, rename or delete these projects.
Once you have entered the Lobby, choose Create.
Create Business Process Project Select Build an Automated Process.
Build an Automated Process Choose Business Process.
Business Process In the wizard enter:
- under the Project Name: Invoice Approval
- under the Short Description: The process to extract information from an invoice and get the needed approvals
- choose Create.
Define Business Process Project
The process will describe the flow of the activities.
Within the newly created project Invoice Approval, you will be prompted to create the process.
In the Create Process window enter:
- under the Name: Get Invoice Details,
- under the Description: Process to approve invoices.
The identifier will be created automatically.
Maintain Process Name
The process with a start and end event is now available for you.
To trigger the process, you will create a form to provide the most relevant inputs.
In the canvas, select Add a Trigger in the Trigger.
New Form Select Submit a Form.
New Form Choose Blank form.
New Form In the Create Form window enter:
- in the Name: Invoice Request Form,
- in the Description: Form to start the process,
- choose Create.
The Identifier will be filled automatically.
Create Form Wizard Open the form editor.
Open editor In the form you have multiple elements.
Elements To add elements, drag and drop them or click on the element to enter them in the form.
Add the following layout elements:
Type Name Headline 1 Invoice Request Form Paragraph Please provide the following details to start the process 
Add Layout Add the following input elements:
Field Type Name Settings Text Employee Name Required Text File Path Required Date Current Date Required Required checkbox indicates, that it is a mandatory field.
Add Input Save the Form.
Save
Resources
Discussion
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