IQ Bot Cloud Invoice Processing Solution · Automation Anywhere | IQ Bot Cloud invoice Processing Solution 15 Drag the metabot Zs3operation.mbot into the task bot. You will find the

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Automation Anywhere | IQ Bot Cloud invoice Processing Solution

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IQ Bot Cloud Invoice Processing Solution

Version 2.0



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Table of Contents

1. Overview of Cloud Invoice Processing Solution......................................................................... 3

1.1 Requesting Your Cloud Invoice Processing .................................................................................3

2. Getting Started with Cloud Invoice Processing ......................................................................... 4

2.1 Technical Architecture ..............................................................................................................4

2.2 Your Virtual Machine (VM):.......................................................................................................5

2.3 Create the users “User” and “Botrunner” ..................................................................................5

3. Preparing IQ Bot Invoice Processing Virtual Machine .............................................................. 9

3.1 Training IQ Bot Learning Instance ............................................................................................ 10

4. Initializing the RPA Bots ........................................................................................................... 11

4.1 Configuring email client .......................................................................................................... 13

4.2 Uploading Invoices to IQ Bot: .................................................................................................. 13

4.3 Downloading Processed Invoice Data ...................................................................................... 14

4.4 SAP Invoice Processing: ........................................................................................................... 16

5. Running the Bots ...................................................................................................................... 19

5.1 Production Workflow: ............................................................................................................. 19

6. Getting Help.............................................................................................................................. 20



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1. Overview of Cloud Invoice Processing Solution

IQ Bot Cloud Invoice Processing Solution is the Industry’s first cloud-based invoices processing solution. It enables end-to-end processing of invoices by leveraging both RPA and cognitive automation. Automation Anywhere provisions and manages the cloud infrastructure required for processing the

invoices.

The pre-built RPA bots automate the routine tasks such as downloading invoice related emails from the mail server, uploading them to IQ Bot for processing, and then uses the extracted information to update

SAP invoice workflows. This significantly helps business users quickly deploy an automated invoice processing solution with little reliance on IT.

1.1 Requesting Your Cloud Invoice Processing

Customers can subscribe to the solution by reaching out to the account team or by calling Automation

Anywhere Sales at 1-888-484-3535 x1.

Once the infrastructure has been provisioned, the customer will receive a welcome email from Automation Anywhere. This email will contain the credentials required to login to your specific instance

of Automation Anywhere IQ Bot so that you can configure RPA bots and train cognitive learning instances.



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2. Getting Started with Cloud Invoice Processing This section provides an overview of the architecture of the cloud solution followed by steps to initialize and configure the RPA bots.

2.1 Technical Architecture

There are two main components of the system, a cloud component and an onpremise component.

The cloud component has the following elements:

• Automation Anywhere Enterprise Control Room v11.3

• IQ Bot server that processes the invoices and creates CSV files with the extracted data • An RPA TaskBot that securely uploads the CSV files into an Amazon S3 storage instance

The on-prem component has the following:

• Automation Anywhere Enterprise Client v11.3 • An RPA TaskBot that will check for invoice emails and then upload them into an IQ Bot

server for processing receives emails with Invoices and uploads to IQ Bot • An RPA TaskBot that downloads the CSV extraction files from the Amazon S3 storage

instance

• An RPA TaskBot that transfers the extracted data into the backend SAP invoice system

Note: There is one Enterprise Client online that you will need to install. Refer: https://docs.automationanywhere.com/bundle/enterprise-v11.3/page/enterprise/topics/aae-client/install/installing-aae-client.html The on-prem client that acts as a BotRunner interfacing with Outlook for invoices download and SAP for updating invoice data. This client needs to be registered with the same Control Room that is in the cloud

component. Refer: https://docs.automationanywhere.com/bundle/enterprise-v11.3/page/enterprise/topics/aae-client/install/login-to-control-room.html

The solution include licenses for all of the above mentioned devices.

CSVINVOICES

VIA EMAILUPDATE ERP

AUTOMATION

ANYWHERE ENTERPRISE

CLOUD

IQ BOT

ENTERPRISE

CLIENTENTERPRISE CLIENT

ON- PREMISES ON- PREMISES

https://docs.automationanywhere.com/bundle/enterprise-v11.3/page/enterprise/topics/aae-client/install/installing-aae-client.html

https://docs.automationanywhere.com/bundle/enterprise-v11.3/page/enterprise/topics/aae-client/install/installing-aae-client.html

https://docs.automationanywhere.com/bundle/enterprise-v11.3/page/enterprise/topics/aae-client/install/login-to-control-room.html

https://docs.automationanywhere.com/bundle/enterprise-v11.3/page/enterprise/topics/aae-client/install/login-to-control-room.html



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2.2 Virtual Machine (VM):

The VM is pre-installed with the following:

• Automation Anywhere Enterprise Control Room • Microsoft SQL Server 2016

• IQ Bot (version 11.3x)

Open Automation Anywhere Enterprise

Use your Chrome browser and connect to Automation Anywhere Enterprise. The connection information is provided in the welcome email. This includes:

• Enterprise Control Room URL

• Control Room user ID

• Control Room user ID Password

2.3 Create three user accounts as follows:

Follow the instructions in the following link to create users for Control Room and IQ Bot:

UserID Roles Description

User1 AAE_basic AAE_IQ Bot Admin AAE_IQ Bot Services

AAE _IQ Bot Validator Bot creator (Enable auto login)

Purpose: This user is going to create bots, create and train Learning Instances.

This user will have the full capabilities for IQ Bot (create, train, test, validate, and migrate learning instances). Additionally, this user will be able to create and



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run TaskBots that can use IQ Bot learning instances

User2 AAE_IQ Bot Admin

AAE_IQ Bot Services AAE _IQ Bot Validator

Purpose: This user is going to

validate the extractions. This user will have the full

capabilities for IQ Bot (create, train, test, validate, and migrate

learning instances). This user does not have a Bot creator license, thus will not be able to create or run TaskBots.

Botrunner1 AAE_Basic Unattended bot runner [IQ Bot license (checked)]

Purpose: This user account is used by bot runner. This user will only have the ability to run TaskBots.

https://docs.automationanywhere.com/bundle/iq-bot-v6.5/page/iq-bot/topics/iq-bot/install/creating-user-with-iqbot-validator-or-iqbot-services.html

Note: Only the “Botrunner1” and “User1” user will be able to run the created TaskBots. The account “User2” will not as it does not have a bot creator license.





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Log out from Control Room and log in with each account to set the passwords and validate their functionality .



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3. Preparing IQ Bot Invoice Processing Virtual Machine Open the IQ Bot using the URL provided in the welcome email.

Use the credentials for user1 (as configured earlier) in the login page as follows:

You would be asked to change the password initially. After completing the login, you will see a page as

follows:



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3.1 Training IQ Bot Learning Instance

The following page provides details on IQ Bot and its usage: https://docs.automationanywhere.com/bundle/iq-bot-v6.5/page/iq-bot/topics/iq-

bot/user/overview.html Follow the process to create a learning instance, upload documents, build/train the bots, validate

extracted data and make corrections, and set the bots to production. You will need the name of the learning instance while configuring the RPA TaskBot that uploads invoices

to the IQ Bot server.

https://docs.automationanywhere.com/bundle/iq-bot-v6.5/page/iq-bot/topics/iq-bot/user/overview.html

https://docs.automationanywhere.com/bundle/iq-bot-v6.5/page/iq-bot/topics/iq-bot/user/overview.html



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4. Initializing the RPA Bots There are two pre-built sample bots to facilitate the processing of invoices in the cloud. Note: These bots can be downloaded using the URL in your welcome email.

These bots need to be configured as shown below before they can be deployed in production. Before continuing, launch the “AA Enterprise Client 11.3” on the on-premise machine where the client is

installed.

Enter the Control Room URL from the welcome email URL and select the Authentication mode as “User

Credentials”. Enter the credentials for user1 (configured earlier) in the Client Logon window as follows:



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Upon successful login, you will see the main Automation Anywhere Enterprise client screen:

Download the zip file containing the bots from this link. Unzip the files.

• Copy all the .atmx files to ‘<AAE Client Application Path> \ My tasks’

• Copy all the .mbot files to ‘<AAE Client Application Path> \My MetaBots’ Open the following bots under “My Tasks”:

• ReadInvoicesFromMail.atmx • IQ Bot Upload.atmx

https://customer-dl.automationanywhere.com/index.php/s/qB3OyeiaLYweF6p/download



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4.1 Configuring email client

This RPA email bot uses Microsoft Outlook to look for emails having a subject line that includes the word “Invoice”. All the relevant attachments are downloaded with the matching subject line.

Edit the ReadInvoicesFromMail.atmx file, go to “Variable Manager” and edit the following variables to your specifications:

• vAccountFolder o This is the folder in the mailbox which contains the invoices

(e.g.\\[email protected]\Inbox)

• vNumInvoices o This is the number of emails t process each time the TaskBot runs. The default value is

set at 40. • vInvoiceSubjectPrefix

o This is the match string used to subject match string to filter the desired emails. to the

string to match the subject on (e.g. “Invoice Demo”)

This bot launches outlook, then loops through each matching email, and saves the attachments.

4.2 Uploading Invoices to IQ Bot:

Edit the “IQ Bot Upload.atmx” TaskBot for the correct IQ Bot learning instance.

• Right-click on the TaskBot and select “Edit” in the menu.

• Double click on line 4 and update the learning instance to the one you created earlier.



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4.3 Downloading Processed Invoice Data via AWS S3

The download task bot will be able to run self-contained, there are no prerequisite applications needed outside of the Amazon S3 metabot. This task bot uses the Amazon S3 metabot to download the IQ Bot

output from the S3 Bucket and stores it locally. Edit the “DownloadInvoiceData.atmx” taskbot. Using the Variable Manager on the right, modify the

following variables using the information in the welcome email: 1. BucketName: Enter the Bucket Name.

For example, ‘session-abcd1234 -b812-41a4-ab0d-7d0ccd4c3478’.

2. Region: Enter the Bucket Region. 3. DownloadFileName: This is the name of the learning instance appended with ‘/’. For example, if

you have named the learning instance as ‘invoices_abc’, enter the value as ‘invoices_abc/’ (without the quotes).

4. DownloadFilePath: Enter the local file path where you want the processed invoices (.csv) files to

be stored. For eg, D:\Invoices\download\



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Drag the metabot ‘s3operation.mbot’ into the task bot. You will find the option to configure input and output parameters for the Meta bot logic as follows:

The values for the following input parameters can be inserted from the credential vault in the control room.

1. AccessKey 2. SecretKey 3. SessionToken

Select the credential name as s3keys and choose the appropriate Attribute Name. For the remaining

input parameters, assign the local variables.



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Ensure that all the input parameters have been assigned as follows:

Note: The vDownloadResults variable in the DownloadInvoiceData.atmx will be the input file path for the Downlaod Data and Create Invoice-SAP.atmx

4.4 SAP Invoice Processing:

This is an example bot of taking the IQ Bot Output and inputting it into an ERP system. This bot requires SAP GUI 740, as well as an SAP instance to connect to. This Bot will need to run on a machine that is properly setup to access SAP. A SAP client may be required for access.

The bot loops through each file in the results folder from the download bot, opens the csv, and inputs

each line item into the ERP, and saves the invoice. To configure the SAP bot:

Download the zip file containing the bots from this link. Unzip the files. • Copy all the .atmx files to ‘<AAE Application Path> \ My tasks’ • Copy all the .mbot files to ‘<AAE Application Path> \My MetaBots’

Launch the Automation Anywhere client deployed on-prem and edit “Download Data and Create Invoice

– SAP.atmx” bot.

https://customer-dl.automationanywhere.com/index.php/s/qB3OyeiaLYweF6p



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Modify the SAP connection details as per the SAP instance that the bot will be accessing. Make any

necessary logic or process updates and schedule the bot to run. In the Variable Manager, modify vUsername and vPassword to the credentials needed for SAP.

Note: Ensure that the folder in which CSVs are downloaded from S3 and folder from which the CSVs are used to update the SAP are the same (vDownloadResults folder in the Download Data and Create Invoice-SAP.atmx)



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5. Running the Bots

5.1 Production Workflow: Follow the instructions on Bot scheduling to schedule the following task bots to run the Cloud Invoice Processing Solution end-to-end.

Typically, it would be best to run each of these daily, to batch the invoice processing.

Open the Automation Anywhere client and schedule the following bots to run repeatedly. This can either be on a predetermined schedule (like every hour or 8am every day), or via triggers as shown in

the screenshot below: • “ReadInvoicesMail.atmx” that downloads invoices from the mail server.

• “IQ Bot Upload.atmx” to upload the downloaded invoices to IQ Bot Learning Instance in the cloud

• “DownloadInvoiceData.atmx” that downloads invoice data from the cloud.

• “Download Data and Create Invoice – SAP.atmx” that sends the structured invoice data to SAP.

Note: Some of the documents may end up in validator queue and need humans to make corrections.

Use the credentials for user2 (configured earlier) to login to IQ Bot and follow the instructions IQ Bot Validation Queue to validate such documents.

https://docs.automationanywhere.com/bundle/enterprise-v11.3/page/enterprise/topics/control-room/activity/schedule-a-bot.html

https://docs.automationanywhere.com/bundle/iq-bot-v6.5/page/iq-bot/topics/iq-bot/user/document-validation.html

https://docs.automationanywhere.com/bundle/iq-bot-v6.5/page/iq-bot/topics/iq-bot/user/document-validation.html



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With your setup complete, you can now begin to process your invoices.

6. Getting Help

Please reach out to the following email for any questions: [email protected]

Documents

IQ Bot Cloud Invoice Processing Solution · Automation Anywhere | IQ Bot Cloud invoice Processing Solution 15 Drag the metabot Zs3operation.mbot into the task bot. You will find the