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FlowAP Conversion Process

FlowAP Conversion Process.jpgImage RemovedPage_1 (4).pngImage Added

Warning

Examples of Malformed XML

  • Missing closing character '>'

  • Missing closing tag e.g. </AuditFile>

  • Using unencoded special characters like '&' instead of ‘&#38;’

Note

Options to edit the XML

  1. Editing the content of the file (XML) will have a log in the File record, however, it will only show the new file content hash and not the specific change that was made to the text/xml.

  2. Recommended: If changes must be made to the XML, Download a copy of the XML and save a new version. Edit the new version and upload to the XML field in the FlowAP Document. When a user replaces the XML file in the FlowAP document record, there will be a system note for the field change and the user will have a copy of the original XML.

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The FlowAP Document transaction data fields are used to override data parsed from the XML.

Note

When a transaction data field is overridden, the FlowAP Document status is automatically changed into “For Processing”.

The FlowAP document must start from the Processing stage to override the transaction data that was already parsed.

Field

Expected Behavior when overriding transaction data

Transaction type

Selecting the transaction type in the FlowAP document form will override the transaction type parsed from the XML.

Reference Number

This can be overridden at any stage (before Processing or before Conversion).

  1. If overridden before processing:

    1. There will be an Audit Trail log which shows the original reference number parsed from the XML:

      image-20240605-141345.png

    2. JSON file will reflect the updated referencenumber:

      image-20240605-141528.png

  2. If overridden post-processing, before conversion:

    1. No Audit Trail logs

    2. JSON file will not be updated; it will have the old value before manual override. But the conversion script will still pick up the overridden value from the FlowAP Document field.

PO/Bill Reference Number

This can be overridden at any stage (before Processing or before Conversion)

  1. If overridden before processing:

    1. There will be an Audit Trail log which shows the original reference number parsed from the XML:

      image-20240605-141756.png

    2. JSON file will reflect the updated poreferencenumber:

      image-20240605-141808.png

  2. If overridden post-processing, before conversion:

    1. No Audit Trail logs

    2. JSON file will not be updated; it will have the old value before manual override. But the conversion script will still pick up the overridden value from the FlowAP Document field.

Subsidiary

This can only be overridden before processing. Subsidiary validation happens in the processing stage. Subsidiary Lookup Criteria

Vendor

This can only be overridden before processing. Vendor validation happens in the processing stage. Vendor related configuration for FlowAP conversion: A Detailed Guide

Transaction Date

This can only be overridden before processing. Transaction date validations are executed on the Processing stage. Date-Period Mismatch Conversion Behavior : A Detailed Guide

  1. There will be an Audit Trail log:

    image-20240605-142452.png

  2. JSON file will reflect the updated trandate:

    image-20240605-142509.png

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