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EMC® ApplicationXtender®Workflow Accounts Payable

5.40

Integration GuideP/N 300-005-683

REV A01

EMC Corporation Corporate Headquarters:

Hopkinton, MA 01748-9103

1-508-435-1000 www.EMC.com

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Copyright © 1994 - 2007 EMC Corporation. All rights reserved.

Published November, 2007

EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice.

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All other trademarks used herein are the property of their respective owners.

ApplicationXtender Workflow Accounts Payable Integration Guide

Contents


Preface.............................................................................................................................. 5

Chapter 1 Introduction to ApplicationXtender Workflow for Accounts PayableAP Business Process Overview....................................................... 10Initiating an AP Business Process Instance ................................... 12Pre-Processing Automated Task (Requires Scripting)................. 13Processor Role ................................................................................... 15Approver Role ................................................................................... 16Post-Processing Automated Task ................................................... 17

Chapter 2 Installing ApplicationXtender Workflow for Accounts PayableIntegration Checklist ........................................................................ 20Integration Procedure....................................................................... 24

Installing and Configuring the Accounts Payable Application 24Creating and Configuring AppXtender Users for AppXtender Workflow for AP................................................. 27Updating an Existing AX AP Application ............................. 28

Installing AppXtender Workflow for AP ...................................... 30Setup Concepts........................................................................... 30Running AppXtender Workflow for AP Setup ..................... 31

Post-Setup Requirements................................................................. 42The Accounts Payable Business Process ................................ 43Updating the AppXtender Workflow Database Tables........ 44Updating the Automated Task Manager Scripts................... 45Customizing User-Defined Lists ............................................. 45

ApplicationXtender Workflow Accounts Payable Integration Guide 3

Contents


Uninstalling ApplicationXtender Workflow for Accounts Payable 48

Chapter 3 Managing ApplicationXtender Workflow for Accounts PayableChanging the AP Business Process Settings ................................. 52

Chapter 4 Customizing ApplicationXtender Workflow for Accounts PayableIntroduction....................................................................................... 60Customizing the AP Business Process Map.................................. 61Customizing the OCX ...................................................................... 62Customizing the Automated Task Manager Scripts.................... 63

Index................................................................................................................................ 67

ApplicationXtender Workflow Accounts Payable Integration Guide4


Preface

This document explains how to install and configure the Accounts Payable business process of ApplicationXtender Workflow.

As part of an effort to improve and enhance the performance and capabilities of its product lines, EMC periodically releases revisions of its hardware and software. Therefore, some functions described in this document may not be supported by all versions of the software or hardware currently in use. For the most up-to-date information on product features, refer to your product release notes.

If a product does not function properly or does not function as described in this document, please contact your EMC representative.

Audience This document is for users who manage the ApplicationXtender Workflow for Accounts Payable business process.

Related documentation

Related ApplicationXtender Workflow Accounts Payable documents include:

◆ ApplicationXtender Workflow for Accounts Payable User’s Guide

◆ ApplicationXtender Workflow for Accounts Payable User Quick Reference

Related ApplicationXtender Workflow documents include:

◆ ApplicationXtender Workflow User’s Guide

◆ ApplicationXtender Workflow Administrator’s Guide

◆ ApplicationXtender Workflow Process Builder Administrator’s Guide

◆ ApplicationXtender Workflow Process Builder Personal Edition Administrator’s Guide.


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Preface


◆ ApplicationXtender Workflow Basic Language Guide

◆ ApplicationXtender Workflow User’s Quick Reference

◆ ApplicationXtender Workflow Administrator’s Quick Reference

Related ApplicationXtender documents for integration efforts:

◆ ApplicationXtender Concepts and Planning Guide

◆ ApplicationXtender Core Concepts Administrator’s Guide

◆ ApplicationXtender Desktop Installation Guide

Most of these documents can be found in the ApplicationXtender media kit. All documents are in Adobe Acrobat Portable Document Format (PDF), and can be viewed by downloading and installing the Adobe Acrobat Reader. The Reader is available directly from Adobe at www.adobe.com. To install and use the Reader on the preferred platform, refer to the instructions on the Adobe web site.

Conventions used in this document

EMC uses the following conventions for special notices.

Note: A note presents information that is important, but not hazard-related.

CAUTION!A caution contains information essential to avoid data loss or damage to the system or equipment. The caution may apply to hardware or software.


Preface


Typographical conventionsEMC uses the following type style conventions in this document:

Normal Used in running (nonprocedural) text for:• Names of interface elements (such as names of windows,

dialog boxes, buttons, fields, and menus)• Names of resources, attributes, pools, Boolean expressions,

buttons, DQL statements, keywords, clauses, environment variables, filenames, functions, utilities

• URLs, pathnames, filenames, directory names, computer names, links, groups, service keys, file systems, notifications

Bold: Used in running (nonprocedural) text for:• Names of commands, daemons, options, programs,

processes, services, applications, utilities, kernels, notifications, system call, man pages

Used in procedures for:• Names of interface elements (such as names of windows,

dialog boxes, buttons, fields, and menus)• What user specifically selects, clicks, presses, or types

Italic: Used in all text (including procedures) for:• Full titles of publications referenced in text• Emphasis (for example a new term)• Variables

Courier: Used for:• System output, such as an error message or script • URLs, complete paths, filenames, prompts, and syntax when

shown outside of running text.

Courier bold: Used for:• Specific user input (such as commands)

Courier italic: Used in procedures for:• Variables on command line• User input variables

< > Angle brackets enclose parameter or variable values supplied by the user

[ ] Square brackets enclose optional values

| Vertical bar indicates alternate selections - the bar means “or”

{ } Braces indicate content that you must specify (that is, x or y or z)

... Ellipses indicate nonessential information omitted from the example


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Preface


Where to get help EMC support, product, and licensing information can be obtained as follows.

Product information — For documentation, release notes, software updates, or for information about EMC products, licensing, and service, go to the EMC Powerlink website (registration required) at http://Powerlink.EMC.com

Technical support — For technical support, go to EMC Customer Service on Powerlink. To open a service request through Powerlink, you must have a valid support agreement. Please contact your EMC sales representative for details about obtaining a valid support agreement or to answer any questions about your account.


http://powerlink.emc.com


1Introduction to

ApplicationXtender Workflow for Accounts

Payablenvisible Body Tag

The ApplicationXtender® (AppXtender) Workflow for Accounts Payable (AP) business process provides the means to verify and approve invoices received from vendors, so those invoices can be processed and paid. The AP business process is a pre-packaged business process that allows you to set up an Accounts Payable system using ApplicationXtender Workflow without having to create a business process map yourself.

◆ AP Business Process Overview........................................................ 10◆ Initiating an AP Business Process Instance .................................... 12◆ Pre-Processing Automated Task (Requires Scripting) .................. 13◆ Processor Role..................................................................................... 15◆ Approver Role .................................................................................... 16◆ Post-Processing Automated Task .................................................... 17

Introduction to ApplicationXtender Workflow for Accounts Payable 9

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Introduction to ApplicationXtender Workflow for Accounts Payable


AP Business Process OverviewThe AP business process begins when an invoice is added to the AP application in ApplicationXtender. By default, new invoices are routed to a Processor. Once the Processor enters data about the invoice, the Processor can route the invoice to an Approver for authorization. In some cases, the Processor can approve the invoice if it is less than or equal to a specific dollar amount. The Processor can also reject the invoice for various reasons.

A processed invoice routed for approval goes to the Approver’s Inbox. If an invoice is ready for approval, the Approver can approve the invoice. The Approver can also send the processed invoice back to the Processor for corrections or to be routed to a more appropriate Approver if needed.

If line-item approval is not enabled for your system, the Processor selects a single Approver. The Approver can either approve the invoice or return it to the Processor for corrections or re-routing to another Approver.

If line items on the invoice need to be approved by another Approver, the invoice can be routed to that Approver. If identity-based routing and line-item approval are configured for your system, the Approver manually routes the invoice to the next Approver. In the identity-based routing scenario, the Approver that the Processor routed the invoice approves the appropriate line items and then routes the invoice to the appropriate Approver for the remaining line items. Approvers can also return the invoice to the Processor for corrections or re-routing to another Approver.

If location-based routing and line-item approval are enabled, the Processor selects the Approver for each line item during processing. In the location-based scenario, after the Approver for the first line item approves the appropriate line items and approves the invoice, the invoice is automatically routed to the Approver of the next unapproved line item until the invoice is completely approved. Approved invoices are stored in ApplicationXtender, along with a report indicating the approval of the invoice, by an automated task. Approvers can also return the invoice to the Processor for corrections or re-routing to another Approver.




The following diagram represents the flow of the Accounts Payable business process:

For more information, see the following s:

◆ “Initiating an AP Business Process Instance”

◆ “Pre-Processing Automated Task (Requires Scripting)”

◆ “Processor Role”

◆ “Approver Role”

◆ “Post-Processing Automated Task”

AP Business Process Overview 11

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Initiating an AP Business Process InstanceAn AppXtender Workflow for AP business process starts when an invoice is added to the Accounts Payable application in ApplicationXtender. Once an invoice is added, the SCAN DATE index field is the only required field, and it is automatically populated. All other index fields are optional.

Once an invoice is added to the Accounts Payable application, the Accounts Payable business process instance is automatically initiated. The invoice is routed to either the Pre-Processing Automated Task or to a Processor.

For more information on the business process flow, see “AP Business Process Overview” or refer to the ApplicationXtender Workflow for Accounts Payable User Guide.

Note: For a new business process instance to be automatically initiated, you must be logged into ApplicationXtender Workflow.




Pre-Processing Automated Task (Requires Scripting)If you create a script to perform pre-processing functions, you can automate processing and approval of invoices that meet the criteria you set. The purpose of the pre-processing automated task is to determine whether an invoice can be automatically processed and approved without requiring manual intervention. Adding an automated pre-processing task allows a greater number of invoices to be processed in a smaller amount of time.

A sample automated pre-processing script is installed when you run setup. You can use the information in that script to create a pre-processing script that meets your needs. For example, you could create a script modeled on the sample script to automatically process and approve an invoice based on an invoice total of less than $100. In that example, any invoice with an invoice amount of less than $100 added to the ApplicationXtender Accounts Payable application would be automatically processed and approved.

Note: The sample AutoPreProcessing script that is installed by setup is provided only as an example of how a script can be used for pre-processing. Unless you modify the script to activate the pre-processing functionality you need, no pre-processing will occur and all business process instances will be queued to a Processor. For more information on how to customize Automated Task Manager scripts, see “Customizing the Automated Task Manager Scripts.”

CAUTION!If you are upgrading from a previous version of AppXtender Workflow for AP and have customized scripts in place, you need to save copies of the scripts to a backup location prior to installing the new version of AppXtender Workflow for AP because new scripts for the new version will install in place of those scripts during the installation. You also need to re-create your custom scripts using the new sample scripts as a basis; scripts for the previous version are not supported with AppXtender Workflow for AP v. 1.20.

If the pre-processing task is enabled and the invoice qualifies for automatic processing and approval, the business process instance is queued directly to the post-processing automated task, which adds a report containing approval information to the invoice document in ApplicationXtender.

Pre-Processing Automated Task (Requires Scripting) 13

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If the pre-processing automated task is disabled or if the invoice does not qualify for automatic processing and approval, the item appears in the Processor’s Groupbox.




Processor RoleProcessors are able to pull the items from their Groupbox into their individual Inbox. The system can also be configured to automatically push items directly into the Processor’s Inbox. For more information on the Groupbox and the Inbox, refer to the ApplicationXtender Workflow User Guide.

Once a Processor enters the invoice information, he or she can then save the changes to process later or select an action to perform. The acts that a Processor can perform include the following:

◆ The Approve the Invoice action allows the Processor to complete the processing of an invoice with an approved status without routing the invoice to the Approver. This action can be performed if an invoice is below a specific amount, which is configurable during installation.

◆ The Route to an Approver action allows the Processor to forward an invoice to the Approver for authorization. The Processor selects the Approver from a drop-down list of valid Approvers; or, if location-based routing is enabled for the business process, the Processor selects the appropriate Location and Department from drop-down lists of valid Locations and Departments.

◆ The Reject the Invoice action allows the Processor to reject an invoice if it doesn’t satisfy some customer-specific criteria. For example, the Processor can choose this option if the invoice was not scanned successfully or it is a duplicate invoice. A Processor must select a reason for rejection from the drop-down list. Choosing the Reject the Invoice act does not update indexes within ApplicationXtender. The post-processing script can be modified to customize handling of rejected invoices. For more information, see “Handle Rejected Invoices” on page 64.

For more information, see the ApplicationXtender Workflow for Accounts Payable User Guide.

Processor Role 15

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Approver RoleIf further approval is required, items are sent to the Approver. If line-item approval is enabled for a system, an Approver approves those items for which she is responsible, while scrolling through each line of the cost distribution section of an invoice, then approves the invoice. If line-item approval is not configured for the AP business process, the Approver approves the entire invoice.

The Approver can perform the following actions:

◆ The Approve the Invoice action allows the Approver to complete processing of the information with an approved status.

◆ The Route to an Approver action allows the Approver to route the item to another Approver for any remaining line items if necessary. If identity-based routing and line-item approval are enabled, this act is available to allow the Approver to route the invoice to another Approver.

◆ The Return to the Processor action allows the Approver to route the invoice back to the Processor for additional processing. This action might be taken if the Approver wants to let the Processor know there are account-coding errors that must be corrected or if the invoice should be routed to another Approver.

For more information, see ApplicationXtender Workflow for Accounts Payable User Guide.




Post-Processing Automated TaskOnce an invoice has finished the processing and approval phases, the post-processing automated task updates the Accounts Payable application in ApplicationXtender with the index data that was entered for the invoice by the Processor. The automated task also generates a report with details on approval that is added to the invoice document in the Accounts Payable application in ApplicationXtender.

Note: This post-processing automated task can be modified to better suit your business needs by modifying the Automated Task Manager script. Customized areas of the script are not, however, supported under the standard support agreement for ApplicationXtender Workflow for Accounts Payable. For more information on Automated Task Manager script modification, see “Customizing the Automated Task Manager Scripts.”

CAUTION!If you are upgrading from a previous version of AppXtender Workflow for AP and have customized scripts in place, you need to save copies of the scripts to a backup location prior to installing the new version of AppXtender Workflow for AP because new scripts for the new version will install in place of those scripts during the installation. You need to re-create your custom scripts using the new sample scripts as a basis; scripts for the previous version are not supported with AppXtender Workflow for AP v. 1.20.

Post-Processing Automated Task 17

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2Installing


Payable

ApplicationXtender (AppXtender) Workflow for Accounts Payable (AP) can be installed on a single computer or multiple computers. This chapter will provide installation and configuration instructions for a distributed (multiple)-computer installation. If you are performing a single-computer installation, follow the instructions included in this chapter in the order that they appear, but install all components on the same computer. For more information, see the following sections:

◆ Integration Checklist ......................................................................... 20◆ Integration Procedure........................................................................ 24◆ Installing AppXtender Workflow for AP ....................................... 30◆ Post-Setup Requirements.................................................................. 42◆ Uninstalling ApplicationXtender Workflow for Accounts Payable

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Installing ApplicationXtender Workflow for Accounts Payable 19

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Installing ApplicationXtender Workflow for Accounts Payable


Integration ChecklistYou can use the integration checklist to ensure that all minimum components are installed and to identify additional optional configuration steps.

This chapter assumes you already have set up a working AppXtender Workflow and AppXtender system. For more information, refer to the AppXtender Workflow Administrator’s Guide and the ApplicationXtender Core Concept Administrator’s Guide.

Note: If you have chosen to do a single computer installation, you can perform all prerequisites, install all components, and perform all post-setup configuration steps listed below on one computer.

Note: ApplicationXtender Workflow for Accounts Payable is only supported for use with WorkflowXtender v. 4.62 and later.

You must perform following steps on the ApplicationXtender Workflow database server:

1. Install the Database Updates component from the ApplicationXtender Workflow for Accounts Payable setup (WfxAP.exe). If you are upgrading, the installation must be run to uninstall the existing component and install the updated component. For more information, see “Select Features Page.”

2. Update the AP_VENDORS and AP_GLCHART tables in the ApplicationXtender Workflow database with relevant data in SQL Server Enterprise Manager. For more information, see “Updating the AppXtender Workflow Database Tables.”

You must perform the following steps on the Automated Task Manager server:

1. Configure ApplicationXtender. For more information, refer to the ApplicationXtender Core Components Guide.

2. Create a system data source for the Accounts Payable application. For more information, refer to the ApplicationXtender Core Components Guide.




3. If you are upgrading from a previous version of AppXtender Workflow for AP and have customized scripts, copy the existing scripts to a backup location. Updated versions of the AP_PREPROC.vbs and AP_POSTPROC.vbs scripts may be installed when you upgrade.

4. Install the Configure Automated Task Manager/Install BP component from the ApplicationXtender Workflow for Accounts Payable setup (WfxAP.exe). If you are upgrading, the installation must be run to uninstall the existing component and install the updated component. For more information, see “Select Features Page.”

Optionally, the following may be performed on the Automated Task Manager server:

1. If you want to use the AutoPreProcessing task, after running AppXtender Workflow for AP setup, you must customize the AP_PREPROC.vbs shell script according to your needs. For more information, see “Customizing the Automated Task Manager Scripts.”

2. If you want to customize the AutoPostProcessing task, after running AppXtender Workflow for AP setup, you must customize the AP_POSTPROC.vbs script according to your needs. For more information, see “Customizing the Automated Task Manager Scripts.”

You must perform the following steps on the ApplicationXtender administrative computer:

1. Create a data source dedicated to the AP application. For more information, refer to the ApplicationXtender Installation Guide.

2. You have the following options:

• For a new AppXtender Workflow for AP installation, import and configure the AP application (located on the AppXtender Workflow media) into AppXtender Application Generator (AppGen). For more information, see “Installing and Configuring the Accounts Payable Application.”

• If you are upgrading from version 1.0 of AppXtender Workflow for AP, manually create two new fields in the Accounts Payable application in AppXtender AppGen: Location and Department. For more information, see “Updating an Existing AX AP Application.”

Integration Checklist 21

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3. Create AppXtender users that will be using the AP application (one AutoPreProcessing user if you are creating an AutoPreProcessing script, one AutoPostProcessing user, and AppXtender Workflow for AP users).

For more information on required user privileges for AppXtender users, see “Creating and Configuring AppXtender Users for AppXtender Workflow for AP.” For more information regarding how to create AppXtender users, refer to the ApplicationXtender Core Components Guide.

Note: The AutoPreProcessing and AutoPostProcessing users cannot have the same user name. In addition, these ApplicationXtender users must have the same user names and passwords as the corresponding ApplicationXtender Workflow identities created on the AppXtender Workflow Process Administrator computer (see the next step).

The following must be performed on the ApplicationXtender Workflow Process Administrator computer:

1. Create ApplicationXtender Workflow organizational roles for use with the AppXtender Workflow for AP business process. For more information on creating AppXtender Workflow roles, refer to the ApplicationXtender Workflow Administrator’s Guide.

• If you are not going to create a script to perform AutoPreProcessing, create three ApplicationXtender Workflow roles (Processor, Approver, and AutoPostProcessing).

• If you are going to create a script to perform AutoPreProcessing, create four ApplicationXtender Workflow roles (Processor, Approver, AutoPreProcessing and AutoPostProcessing).

2. Create ApplicationXtender Workflow identities (one AutoPreProcessing identity, if necessary one AutoPostProcessing identity, and AppXtender Workflow for AP users)

3. Map each identity to the appropriate organizational role among those you created in the last step.

Note: When you create identities for users who are Approvers, if you will be using location-based routing, you must enter the user’s Location and Department on the Information tab in the Define Identity dialog box.




For more information regarding how to create identities, refer to the ApplicationXtender Workflow Administrator’s Guide.

Note: The AutoPreProcessing and AutoPostProcessing users cannot have the same user name.

4. After running AppXtender Workflow for AP setup, you can change user-defined lists (drop-down list) available in the Accounts Payable Work On window to better suit customer needs. To modify the user-defined lists you will need to create a new user-defined list in the AppXtender Workflow Administrator, which will override the code in the Work On window. For more information, see “Customizing User-Defined Lists.”

For a summary of the steps required, grouped by integration phase (installation preparation, upgrade preparation, installation or upgrade, and post-setup configuration), see the following sections:

◆ “Installing and Configuring the Accounts Payable Application”

◆ “Installing AppXtender Workflow for AP”

◆ “Post-Setup Requirements”

Integration Checklist 23

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Integration ProcedureTo perform the integration, use the following procedure:

1. Install and configure supporting software that must be in place prior to the installation of AppXtender Workflow for AP components.

2. If you are installing AppXtender Workflow for AP for the first time, see “Installing and Configuring the Accounts Payable Application.”

3. Install AppXtender Workflow for AP components. For more information, see “Running AppXtender Workflow for AP Setup.”

4. Perform required and, if appropriate, optional configuration tasks. For more information, see “Post-Setup Requirements.”

Installing and Configuring the Accounts Payable Application

Before you can install and use ApplicationXtender Workflow for Accounts Payable, you must install and configure the Accounts Payable application in AppXtender Document Manager. You must import the AXAppDef_AP.xml file (located on the AppXtender Workflow for AP media) into AppXtender AppGen, which will automatically create the Accounts Payable application. After the Accounts Payable application is created, you must configure the write path information. For more information regarding creating an application in AppXtender AppGen, refer to the ApplicationXtender Core Components Guide.

WARNING

If you are upgrading AppXtender Workflow for AP, see “Updating an Existing AX AP Application” for information on updating your existing AP application. If you are upgrading from version 1.0, you must update your AP application in ApplicationXtender by manually adding the additional index fields needed for AppXtender Workflow for AP in AppXtender AppGen. Otherwise, importing the application definition for an existing application will fail.




To import and configure the Accounts Payable application:

1. Open AppXtender AppGen. For more information, refer to the ApplicationXtender Core Components Guide.

2. Import the AXAppDef_AP.xml file by selecting Import from the File menu. The Import dialog box appears.

3. Browse for the AXAppDef_AP.xml (located on the AppXtender Workflow for AP media) file using the Browse button.

4. Make sure the Stop processing the import file when first error is encountered check box is enabled.

5. Click Next. The Import Results dialog box appears.

6. Click Finish to exit. The Accounts Payable application is automatically created.

7. Expand the Application tree node and then expand the AP node. This will display the Accounts Payable application information.

Figure 1 ApplicationXtender Application Generator - Accounts Payable Application

8. Enable the Paths tab and configure the write path information. Click Apply. For more information how to configure the write path information, refer to the ApplicationXtender Core Components Guide.

Integration Procedure 25

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Note: The Accounts Payable application must have the multiple indexes referencing a single document feature enabled. For more information regarding these AppXtender features, ApplicationXtender Core Components Guide.

The following table provides a list of created field names and their corresponding data type, length, format, and field flags in the Accounts Payable application. For more information regarding AppXtender application field names and data types, refer to the ApplicationXtender Core Components Guide.

Table 1 Accounts Payable Application Fields

Field Name Data Type Length Format Field Flags

SCAN DATE Time Stamp 20 yyyy-mm-dd hh:mm:ss

RequiredSearchRead-only

VENDOR NUMBER Text 50 N/A Search

VENDOR NAME Text 50 N/A Search

REMIT TO Text 50 N/A Search

INVOICE NUMBER Text 16 N/A Search

INVOICE AMOUNT Currency 15 $nnnn.nn Search

INVOICE DATE Date 10 yyyy-mm-dd Search

TERMS Text 25 N/A Search

DUE DATE Date 10 yyyy-mm-dd Search

PAYMENT METHOD Text 25 N/A Search

LOCATION Text 35 N/A Search

DEPARTMENT Text 35 N/A Search

GL ACCOUNT Text 50 N/A Search

LINE DESCRIPTION Text 50 N/A Search

LINE NUMBER Integer 4 nnnn Search

LINE AMOUNT Decimal/Numeric 15 nnnn Search




Creating and Configuring AppXtender Users for AppXtender Workflow for AP

After you create the AP application in AppXtender AppGen, you must create AppXtender users with appropriate privileges. You need to create one AutoPreProcessing user (if you plan to create an AutoPreProcessing script for preprocessing tasks), one AutoPostProcessing User, and the required number of AppXtender Workflow for AP users. For more information on how to create users, refer to the ApplicationXtender Core Components Guide.

The AppXtender Workflow for AP users can have any privileges that are required for the performance of their role(s). The AutoPreProcessing user does not require any specific privileges. The AutoPostProcessing user, requires, at minimum, the following privileges:

◆ Modify Index

◆ Display

◆ Add Page

Note: If you modify the pre-processing and/or post-processing automated task scripts, the AutoPreProcessing and AutoPostProcessing users may require additional AppXtender privileges.

PO NUMBER Text 16 N/A Search

PO LINE Integer 4 nnnn Search

APPROVER Text 50 N/A Search




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Updating an Existing AX AP Application

Before you can upgrade to AppXtender Workflow for AP from v. 1.0, you must update your ApplicationXtender Accounts Payable application by manually adding the additional index fields needed for AppXtender Workflow for AP and by updating field lengths for some existing fields.

WARNING

Importing the application definition for an existing application will fail. The Location and Department fields must be added manually.

For more information regarding creating new index fields in an existing application in AppXtender AppGen, refer to the ApplicationXtender Core Components Guide.

To add additional fields to the Accounts Payable application and update existing fields:

1. Open AppXtender AppGen. For more information, refer to the ApplicationXtender Core Components Guide.

2. Expand the Application tree node and then expand the AP node. This will display the Accounts Payable application information.

3. Add the following new fields to the application using the steps that follow:

4. Follow steps 4-9 (entering DEPARTMENT as the field name) to add the DEPARTMENT field after the LOCATION field and before the GL ACCOUNT field.

5. Next, double-click the INVOICE NUMBER field nameINVOICE NUMBER



LOCATION Text 35 N/A Search

DEPARTMENT Text 35 N/A Search




6. Perform steps 11-14 to change the field lengths for the existing index fields listed below:

Figure 2 AppGen - Accounts Payable Application


Field Name Length

INVOICE NUMBER 16

INVOICE AMOUNT 15

TERMS 25

LINE AMOUNT 15

PO NUMBER 16


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Installing AppXtender Workflow for APOnce you have completed the appropriate setup or upgrade prerequisites, you can use the AppXtender Workflow for AP setup program to install or upgrade AppXtender Workflow for AP components.

See the following sections for more information on installing AppXtender Workflow for AP components:

◆ “Setup Concepts”

◆ “Running AppXtender Workflow for AP Setup”

Setup Concepts Understanding line-item approval and location-based routing will help you make decisions about enabling options on the Business Process Configuration Page during setup.

For more information, see the following sections:

◆ “Line-Item Approval”

◆ “Routing Configuration”

Line-Item Approval If you choose to enable line-item approval for the AppXtender Workflow for AP business process, separate Approvers can approve line-items within an invoice. Without line-item approval, one Approver approves the entire invoice.

Routing Configuration If you choose to enable location-based routing, Processors can route invoices to a location and department for approval, rather than having to select a particular Approver by name.

If you enable location-based routing in combination with line-item approval, a Processor can configure approval routing during the processing phase by assigning a approval location and department for each line item. If location-based routing is disabled and line-item approval is enabled, the first Approver routes the invoice on to another Approver after approving the appropriate line-items.




Running AppXtender Workflow for AP Setup

The ApplicationXtender Workflow for Accounts Payable installation process follows standard Windows setup wizard rules.

For detailed procedures, follow the instructions contained in each of the following sections:

◆ “Starting Setup”

◆ “Setup Prerequisites Page”

◆ “Select Features Page”

◆ “Automated Task Manager Properties Page”

◆ “Business Process Configuration Page”

◆ “Completing the Installation”

Starting Setup This procedure begins the setup process for ApplicationXtender Workflow for Accounts Payable.

To begin the setup process:

1. Place the AppXtender Workflow for AP media in the media drive of the computer where you are installing the AppXtender Workflow for AP component(s). Select Run from the Start menu, and type D:\WfxAP.exe (where D:\ is the media drive) in the Open text box.

2. Click OK. The Welcome page appears.

3. Click Next. The License Agreement page appears.

Installing AppXtender Workflow for AP 31

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Figure 3 License Agreement Page

4. Read the License Agreement and perform one of the following:

• Enable the I accept the license agreement radio button. Click Next to continue with the installation.

• Enable the I do not accept the license agreement radio button. If you do not accept the terms of the end-user license agreement, you must click Cancel to terminate the installation.

The Setup Prerequisites page appears. For instructions, see “Setup Prerequisites Page.”

Setup Prerequisites Page

The Setup Prerequisites page provides you with a check list to make sure all setup prerequisites have been completed. The prerequisites listed on this page mirror the prerequisites listed in the “Installing and Configuring the Accounts Payable Application.”

To continue the setup process:

1. Read the items listed on the Setup Prerequisites page and make sure all the items have been completed. Click the Details buttons to see each of the prerequisites. For more information, see “Installing and Configuring the Accounts Payable Application.”




Figure 4 Setup Prerequisites Page

2. Check the corresponding check box of each setup prerequisite that has been completed. Once all of the prerequisites have been met, the Next button is enabled.

3. Click Next to continue with the installation. The Select Features page appears. For instructions, see “Select Features Page.”

Select Features Page The Select Features page provides the ability to choose what ApplicationXtender Workflow for Accounts Payable components to install. The components list will vary depending on what AppXtender Workflow for AP components you have previously installed and what prerequisites you have currently installed on the computer.


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Figure 5 Select Features Page

The following table lists the available AppXtender Workflow for AP components and their required prerequisites.

To continue with the setup process.

1. You can select AppXtender Workflow for AP component(s) by clicking on the down arrow of the Feature drop-down list. A list with your choices appears.

Table 4 ApplicationXtender Workflow for Accounts Payable Components

Component Description Prerequisite

Database Updates Updates the AppXtender Workflow database to support AppXtender Workflow for AP features (required).

SQL Server must be installed on the computer. The AppXtender Workflow database server must be installed on the computer.

Configure Automated Task Manager/Install BP

Installs the Automated Task Manager script for the use with the Accounts Payable business process (required). Installs the AP business process.

Automated Task Manager must be installed on the computer. The AppXtender Workflow database server must be installed on the computer.




Figure 6 Feature Drop-Down List

2. For each selected component you want to include, select Will be installed on local hard drive.

3. The icon in front of the selected component will change to indicate your selection.

4. For each selected component and subcomponents you want to exclude, select Entire feature will be unavailable from the Feature drop-down list. The icon in front of the selected component will change to indicate your selection.

5. If, after changing components to be installed, you would like to reset the components to their default, click the Reset button.

6. To find out how much space is required, click the Disk Cost button. The ApplicationXtender Workflow for Accounts Payable Setup Disk Cost dialog box displays each drive of the computer, its available disk space, and the amount of space required for the installation. If there is not enough space available on the drive where you’re installing an AppXtender Workflow for AP component(s), the drive will be highlighted.

Figure 7 ApplicationXtender Workflow for Accounts Payable Setup Disk Cost Dialog Box

7. To exit the ApplicationXtender Workflow for Accounts Payable Setup Disk Cost dialog box, click OK.


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After you have finished selecting which component(s) to install, click Next to continue with the installation:

1. If you chose to install the Database Updates component, the Business Process Configuration page appears. For instructions, see “Business Process Configuration Page.”

2. If you chose to install the Configure Automated Task Manager/Install BP component, the Automated Task Manager Properties page appears. For instructions, see “Automated Task Manager Properties Page.”

Automated Task Manager Properties

Page

The Automated Task Manager Properties page configures the Automated Task Manager server and database information, as well as the pre-processing and post-processing automated tasks user information. This page appears if you chose the Configure Automated Task Manager component on the Select Features page. For more information, see “Select Features Page.”


1. Enter the AppXtender Workflow server name in the AppXtender Workflow Server text box. If you have configured this information in the past, this text box is automatically populated.

2. Enter the AppXtender Workflow database name in the AppXtender Workflow Database text box. If you have configured this information in the past, this text box is automatically populated.

Note: The pre-processing and post-processing Automated Task Manager script user name cannot be the same.

3. If you are using the pre-processing automated task, check the Pre-Processing Automated Task Manager Script check box. The Pre-Processing Automated Task Manager Script User Name and Password check boxes become enabled.

4. Enter the user name of the Automated Task Manager pre-processing automated task user in the Pre-Processing Automated Task Manager Script User Name text box (if required).

5. Enter the password of the Automated Task Manager pre-processing automated task user in the Pre-Processing Automated Task Manager Script Password text box (if required).




6. Enter the user name of the Automated Task Manager post-processing automated task user in the Post-Processing Automated Task Manager Script User Name text box.

7. Enter the user password of the Automated Task Manager post-processing automated task in the Post-Processing Automated Task Manager Script Password text box.

Figure 8 Automated Task Manager Properties Page

8. Click the Next button to continue with the installation. The Database Credentials page appears.

Database Credentials Page

The Database Credentials page validates the System Administrator (SA) password.


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Figure 9 Database Credentials Page

9. To continue with the setup, enter the SA password and then click Next. The Business Process Configuration page appears.

Business Process Configuration Page

The Business Process Configuration page provides the ability to configure the AP business process. You will need to provide the name of the ApplicationXtender data source that contains the Accounts Payable application, in order for the Automated Task Manager script to know which data source to log into when updating the AppXtender indices.

This page will only appear if you are performing the installation on the AppXtender Workflow database computer. You can also configure the following options on this page:

◆ Define the maximum invoice amount that a Processor is allowed to approve without an Approver. If you wish to disable this option for a Processor, use 0.

◆ Enable line-item data entry and approval (cost distribution).

◆ Enable location-based routing.




Figure 10 Business Process Configuration Page


10. Type the AppXtender data source name in the text box located below the Please enter the ApplicationXtender Data Source Name that contains the AP Application text.

11. Type the maximum invoice amount that a Processor is allowed to approve without an Approver in the text box below the Please indicate the maximum dollar amount allowed for processor approval text.

12. If you wish to disable this option for a Processor, type 0.

13. To have the line item approval feature available in the Work On dialog box, check the Do you want line item data entry and approval? check box. For more information on line-item approval, see “Line-Item Approval.”

14. To enable location-based routing, check the Do you want to use location and department to route invoices? check box. For more information on location-based routing, see “Routing Configuration.”

Note: The options you configure on this page can be changed after setup if needed. For more information, see “Changing the AP Business Process Settings.”

15. Click Next to continue with the installation. The Ready to Install Application or Automated Task Manager Properties page displays.


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• The Ready to Install the Application page will appear. For instructions, see “Completing the Installation.”

• If you also selected to install the Configure Automated Task Manager component, the Automated Task Manager Properties page will appear. For instructions, see “Automated Task Manager Properties Page.”

Completing the Installation

The Ready to Install the Application page allows you to go back and change any previously selected settings and components. The Post Setup Requirements page, that follows, provides a checklist of items that must be completed after ApplicationXtender Workflow for Accounts Payable is installed in order for AppXtender Workflow for AP to function correctly. The list of post setup requirements will vary depending on which AppXtender Workflow for AP component you installed.

To complete the setup:

1. To change any previously selected settings and/or components, you can click the Back button to display previous pages in the setup wizard.

2. Click Next to continue with the installation. The Updating System page appears and the AppXtender Workflow for AP setup wizard begins installing the components you have selected.

3. Wait for AppXtender Workflow for AP to finish the installation. The Post Setup Requirements page appears.

Figure 11 Post Setup Requirements Page




4. The Post Setup Requirements page lists the steps that need to be completed after you have installed AppXtender Workflow for AP component(s). The list will vary depending on which AppXtender Workflow for AP component(s) you have installed. The following items must be completed after AppXtender Workflow for AP has been installed. For more information, see Post-Setup Requirements, below.


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Post-Setup RequirementsAfter you have completed the ApplicationXtender Workflow for Accounts Payable setup, you must complete post-setup requirements. The post setup requirements are located on the Post Setup Requirements page of the setup wizard. For more information, see “Completing the Installation.” For post setup requirements, you must complete the following:

◆ Please update the ‘AP_VENDORS’ and ‘AP_GLCHART’ tables in the AppXtender Workflow database with the appropriate data. For more information, see “Updating the AppXtender Workflow Database Tables.”

This post setup requirement will only appear if you installed the Database Updates component.

◆ On the Automated Task Manager server, if customized preprocessing is required, please update the ‘AP_PREPROC.vbs’ script appropriately.

This post setup requirement will only appear if you installed the Configure Automated Task Manager component and enabled the Pre-Processing Automated Task Manager Script check box on the Automated Task Manager Properties page of the setup wizard.

◆ On the Automated Task Manager server, if additional work is required when a purchase order has been completed, such as updating a third-party accounting system, please edit the ‘AP_POSTPROC.vbs’ script appropriately. For more information, see “Customizing the Automated Task Manager Scripts.”

This post setup requirement will only appear if you installed the Configure Automated Task Manager component.

◆ On the AppXtender Workflow Process Administrator computer, you can also change user-defined lists (drop-down list) available in the Accounts Payable OCX to better suit customer needs. To modify the user-defined lists you will need to create a new user-defined list in the AppXtender Workflow Administrator, which will override the code in the OCX. For more information, see “Customizing User-Defined Lists.”




The Accounts Payable Business Process

Before ApplicationXtender Workflow for Accounts Payable can be used, the AP business process map (AP.awo located on the AppXtender Workflow for AP media) must be installed and business process roles must be mapped to the organizational roles using the Process Administrator. For a description of the AP business process, see “Introduction to ApplicationXtender Workflow for Accounts Payable.”

The AP business process has Processor, Approver, AutoPreProcessing, and AutoPostProcessing roles. You must assign a default identity to the AutoPostProcessing role for the post-processing automated task to work properly. If you decide to use the pre-processing automated task in the business process, you must assign a default identity to the AutoPreProcessing role, thus enabling the pre-processing automated task in the AP business process.

To install and configure the AP business process:

1. Perform the following to map the AP business process roles to AP organizational roles:

• Map the AutoPreProcessing business process role to the organizational AutoPreProcessing role.

• To enable the pre-processing automated task, assign the AutoPreProcessing default identity to the AutoPreProcessing identity.

• Map the AutoPostProcessing business process role to the AutoPostProcessing organizational role and assign the AutoPostProcessing default identity to the AutoPostProcessing identity.

• Map the Processor business process role to the Processor organizational role.

• Map the Approver business process role to the Approver organizational role.

For more information regarding how to install a business process and map roles to users, refer to the ApplicationXtender Workflow Administrator’s Guide.

Post-Setup Requirements 43

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Updating the AppXtender Workflow Database Tables

After you have finished installing all of the required ApplicationXtender Workflow for Accounts Payable components, you must provide a list of vendors and general ledger accounts information. The vendor information is located in the AP_VENDORS table of the AppXtender Workflow database. The general ledger accounts information is located in the AP_GLCHART table of the AppXtender Workflow database. For more information regarding how to update SQL database tables, refer to the SQL Server documentation.

The following table lists the available columns, their description, and characteristics in the AP_VENDORS table of the AppXtender Workflow database.

The AP_VENDORS table has a one to many relationship between Vendor_Name and Vendor_Code columns and a one to many relationship between Vendor_Code and Remit_To columns.

The following table lists the available columns, their description, and characteristics in the AP_GLCHART table of the AppXtender Workflow database.

Table 5 AP_VENDORS Table

Column Characteristic

Vendor_Name • Type: Varchar• Maximum Length: 50

Vendor_Code • Type: Varchar• Maximum Length: 50

Remit_To • Type: Varchar• Maximum Length: 50• Accepts Null

Table 6 AP_GLCHART Table

Column Description Characteristic

Accounts_Code Lists the general ledger account code.

• Type: Varchar• Maximum Length: 50

Account_Description Lists the general ledger account code description.

• Type: Varchar• Maximum Length: 255• Accepts: Null




Updating the Automated Task Manager Scripts

If any additional work is required when a purchase order has been completed, for example, updating a third-party accounting system or issuing of payment, you must update the post-processing Automated Task Manager script as indicated by the comments in the script.

The name of the Automated Task Manager script file is AP_POSTPROC.vbs.

For more information, see “Customizing the Automated Task Manager Scripts.”

If the pre-processing automated task is enabled, you must update the AP_PREPROC.vbs script as indicated by the comments in the script. For more information, see “Customizing the Automated Task Manager Scripts.”

Customizing User-Defined Lists

Any user-defined list (drop-down list) available in the Accounts Payable OCX or web control can be changed to better suit customer needs. To modify the user-defined lists you will need to create a new user-defined list in the AppXtender Workflow Administrator, which will override the code in the OCX or web control.

The following procedure provides a quick overview of how to customize the following user-defined lists: terms, method, and reason.

To create a user-defined list:

1. Open the AppXtender Workflow Administrator.

2. Right-click the AP business process node and select Properties. The AP Properties dialog box appears.

3. Click on the User-Defined List tab to activate it.


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Figure 12 AP Properties Dialog Box - User-Defined List Tab

4. Click Add. The Business Process Fields dialog box appears.

Figure 13 Business Process Fields Dialog Box

5. You can perform the following:

6. To add a user-defined list to Terms, select Terms from the Business Process Fields list.

Note: When you create the Terms user-defined list, you must include integers as part of the list. They will be interpreted as days when calculating the due date for an invoice. For example, Net 30 and Net 60.

7. To add a user-defined list to Method, select Payment_Method from the Business Process Fields list.

8. To add a user-defined list to Reason, select Reject_Reason business process field.




The User Defined List dialog box appears.

Figure 14 User Defined List Dialog Box

9. Type the options you wish to appear and click Add. Repeat this step to add more options to the user-defined list. Click OK to save the list and exit the User Defined List dialog box.

10. Repeat steps 4 - 9 if you want to add more user-defined lists. Click Apply in the AP Properties dialog box to save the changes and continue working, or click OK save the changes and exit the AP Properties dialog box.


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Uninstalling ApplicationXtender Workflow for Accounts PayableYou can uninstall any component of ApplicationXtender Workflow for Accounts Payable if you no longer need it on a particular computer. To completely remove the program from any computer, you must perform the following:

◆ Uninstall the Automated Task Manager Configuration component from the Automated Task Manager server.

◆ Uninstall the Database Updates component from the AppXtender Workflow database server.

Note: Close all applications and make sure that users are not accessing ApplicationXtender Workflow servers while you are uninstalling AppXtender Workflow for AP. It is particularly important to exit all ApplicationXtender Workflow-related applications.

For more information, see “Uninstalling the AppXtender Workflow for AP Component(s).”

Uninstalling the AppXtender Workflowfor AP Component(s)

In order to completely uninstall the AppXtender Workflow for AP component(s) from a computer, you must perform one of the following procedures.

To uninstall AppXtender Workflow for AP components simultaneously:

1. From the Windows Start menu select Settings, then Control Panel.

2. From the Control Panel, select Add/Remove Programs.

3. Select ApplicationXtender Workflow Accounts Payable from the list of programs, and click the Remove button. You have uninstalled AppXtender Workflow for AP.

To uninstall a specific component of AppXtender Workflow for AP:

1. From the Windows Start menu select Settings, then Control Panel.

2. From the Control Panel, select Add/Remove Programs.

3. Select ApplicationXtender Workflow Accounts Payable from the list of programs, and click the Change button. The Application Maintenance page appears.




Figure 15 Application Maintenance Page

4. Select the Modify radio button and click Next to continue with the uninstallation process. The Select Features page appears.

Figure 16 Select Features Page

5. You can deselect AppXtender Workflow for AP components by clicking on a feature and selecting the Entire feature will be unavailable option from the Feature drop-down list.

Uninstalling ApplicationXtender Workflow for Accounts Payable 49

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Figure 17 Feature Drop-Down List

6. Select the AppXtender Workflow for AP component(s) you wish to uninstall.

7. Click Next to continue the uninstallation process. The Ready to Modify the Application page appears.

8. Click Next to continue with the uninstallation process. The Updating System page appears.

9. The Finished page appears. Click the Finish button to exit the wizard.



3Managing


Payable

At any point after you install and configure ApplicationXtender (AppXtender) Workflow for Accounts Payable (AP), you can change settings for the AP business process on your AppXtender Workflow server to enable, disable, or reconfigure the following functionality:

◆ ApplicationXtender data source name used by AppXtender Workflow for AP

◆ Location-based routing

◆ Line-item approval of invoices

◆ Processor approval of invoices less than or equal to an existing dollar amount

Note: This chapter provides procedures for changing the AP business process settings.

◆ Changing the AP Business Process Settings .................................. 52

Managing ApplicationXtender Workflow for Accounts Payable 51

52

Managing ApplicationXtender Workflow for Accounts Payable


Changing the AP Business Process SettingsYou can change settings through the Settings Table tab of the ApplicationXtender Workflow server and modify the AP business process. All of these settings are initially configured during setup when you install the Database Updates component of AppXtender Workflow for AP.

Figure 18 ApplicationXtender Workflow Server Settings

WARNING

If you are using AppXtender Workflow Web Access, you must clear the cache after making any server setting changes. For more information, refer to the ApplicationXtender Workflow Administrator’s Guide.

See the following sections for more information:

◆ “Changing the Data Source Name for AppXtender Workflow for AP”

◆ “Changing the Routing Configuration”

◆ “Changing the Line-Item Approval Configuration”

◆ “Changing the Processor Approval Limits”




Changing the Data Source Name for

AppXtender Workflow for AP

During AppXtender Workflow for AP setup, when you install the Database Updates component, you are prompted to provide the name of the ApplicationXtender data source where the AP application resides. You can change the name of that data source by changing a value in the ApplicationXtender Workflow server properties.

Note: This date source name must point to a valid, existing ApplicationXtender system data source.

To change the ApplicationXtender Data Source Name:

1. In the AppXtender Workflow Administrator, right-click the node for the server running the AP business process, and select Properties. The Properties dialog box for the server appears.


2. Select the Settings Table tab.

3. Double-click the entry that has a value of “DSN” in the Label column. The Settings Entry dialog box appears, with information relating to the data source name setting.

Figure 20 Settings Entry - DSN

Changing the AP Business Process Settings 53

54



4. To rename the data source, change the text in the Value text box to the appropriate name. The text in the Value text box must exactly match the name of the appropriate existing ApplicationXtender data source.

Note: Do not change any of the other values in the dialog box.

5. Select OK to save your changes. Changes to the setting are reflected in the ApplicationXtender Workflow Server Properties dialog box.

Changing the Routing Configuration

During AppXtender Workflow for AP setup, when you install the Database Updates component, you are prompted to enable or disable location-based routing. You can change the routing configuration by changing a value in the ApplicationXtender Workflow server properties.

To change the routing configuration for AppXtender Workflow for AP:

1. In the AppXtender Workflow Administrator, right-click the node for the ApplicationXtender Workflow server and select Properties. The Properties dialog box for the server appears.



3. Double-click the entry that has a value of “LocationRouting” in the Label column. The Settings Entry dialog box appears, with information relating to the routing setting.




Figure 22 Settings Entry - LocationRouting

4. You have two choices:

• To configure identity-based routing, enter the value of FALSE in the Value text box.

• To configure location-based routing, enter the value of TRUE in the Value text box.



Changing the Line-Item Approval

Configuration

During AppXtender Workflow for AP setup, when you install the Database Updates component, you are prompted to enable or disable line-item approval for the AP business process. You can change the line-item approval configuration by changing a value in the ApplicationXtender Workflow server properties.

To change the line-item approval settings for AppXtender Workflow for AP:

1. In the AppXtender Workflow Administrator, right-click the node for the ApplicationXtender Workflow server and select Properties. The Properties dialog box for the server appears.


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3. Double-click the entry that has a value of “LineItemApproval” in the Label column. The Settings Entry dialog box appears, with information relating to the line-item approval setting.

Figure 24 Settings Entry - LineItemApproval

4. You have two choices:

• To disable line-item approval, enter the value of FALSE in the Value text box.

• To enable line-item approval, enter the value of TRUE in the Value text box.






Changing the Processor Approval

Limits

During AppXtender Workflow for AP setup, when you install the Database Updates component, you are prompted to indicate the maximum dollar amount for processor approval of invoices. You can change that approval limit by changing a value in the ApplicationXtender Workflow server properties.

To change the processor approval limits for AppXtender Workflow for AP:

1. In the AppXtender Workflow Administrator, right-click on the node for the ApplicationXtender Workflow server and select Properties. The Properties dialog box for the server appears.



3. Double-click the entry that has a value of “ApprovalLimit” in the Label column. The Settings Entry dialog box appears, with information relating to the approval limit setting.

Figure 26 Settings Entry - ApprovalLimit

4. You have the following choices:

• To disable approval by Processors, enter the value of 0 (zero) in the Value text box.


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• To enable approval by Processors or change the maximum amount that a Processor can approve, enter a decimal/numeric value of greater than zero in the Value text box. For example, to allow Processor approval of invoices totalling less than or equal to $100.00, you would enter 100.00 in the Value text box.





4Customizing


Payable

ApplicationXtender (AppXtender) Workflow for Accounts Payable (AP) has three basic components: the business process, the custom OCX or web control, and the Automated Task Manager scripts. This chapter discusses the modification/customization of the AP business process, the look and feel of the custom OCX, and the Automated Task Manager scripts.

◆ Introduction ........................................................................................ 60◆ Customizing the AP Business Process Map................................... 61◆ Customizing the OCX ....................................................................... 62◆ Customizing the Automated Task Manager Scripts ..................... 63

Customizing ApplicationXtender Workflow for Accounts Payable 59

60

Customizing ApplicationXtender Workflow for Accounts Payable


IntroductionYou can change the flow of the business process by customizing the AP business process map, thus changing how an invoice is processed. For more information, see “Customizing the AP Business Process Map.”

You can change the look and feel of the Work On dialog box and what actions the end users will have to perform to process an invoice by modifying the OCX or web control interface. For more information on customizing the OCX or web control interface, see “Customizing the OCX.”

You can change how an invoice is processed before it enters the system, as well as change what happens after the processing is completed by customizing the Automated Task Manager scripts. For more information, see “Customizing the Automated Task Manager Scripts.”

CAUTION!Extensive customization of AppXtender Workflow for AP may require a separate negotiated maintenance agreement from whomever completed the customization solution, either EMC Professional Services or an EMC Certified Workflow Partner. The customization may include modifying the business process, modifying the Automated Task Manager scripts, and/or changing the OCX or web control interface.

CAUTION!If you are upgrading from the previous version of AppXtender Workflow for AP and you have customized elements of your system, you should back up any customized aspect of your solution prior to installing the new version of AppXtender Workflow for AP. You also need to re-create custom elements using components from the new version as a basis. Customized versions of scripts, the OCX or web control, or the business process map created for the previous version of AppXtender Workflow for AP are not supported for use with AppXtender Workflow for AP.




Customizing the AP Business Process MapThe AP business process map (AP.awo) is provided on the ApplicationXtender Workflow CD-ROM. You can modify the AP business process by using the Process Builder, which is also provided on the ApplicationXtender Workflow CD-ROM. For more information on how to use the Process Builder, refer to the ApplicationXtender Workflow Process Builder Guide.

CAUTION!If you make changes to the AP business process, changes may be required to the OCX and/or the Automated Task Manager scripts.

CAUTION!If you are upgrading from the previous version of AppXtender Workflow for AP and you have customized the OCX, you should back up any customized aspect of your solution prior to installing the new version of AppXtender Workflow for AP. You also need to re-create custom elements using components from the new version as a basis. Customized versions of the OCX created for the previous version of AppXtender Workflow for AP may not be supported for use with AppXtender Workflow for AP.

Figure 27 AP Business Process Map (from the Process Builder)

Customizing the AP Business Process Map 61

62



Customizing the OCXThe custom OCX (the Work On dialog box) can be modified to better suit customer-specific needs. The look and feel of the OCX interface, itself, can be changed by modifying the code base, which is provided with the package. The OCX interface for AppXtender Workflow for AP was developed in C#.

The custom web control (the Work On window) can be modified to better suit customer-specific needs. The look and feel of the web control interface itself can be changed by modifying the code base, which is provided with the package. The web control interface for AppXtender Workflow for AP was developed in C#.




Customizing the Automated Task Manager ScriptsAppXtender Workflow for AP has two Automated Task Manager scripts. The first script (AP_PREPROC.vbs) is designed to allow you to automatically process and approve an invoice. By default, the script does nothing. It is the responsibility of the consultant to identify and implement the criteria required to automatically process and approve an invoice. This pre-processing automated task is optional. For more information, see “Pre-Processing Automated Task (Requires Scripting).”

The second script (AP_POSTPROC.vbs) is designed to populate the system with the data that is entered during processing of an invoice and generate a summary report of activities that occur during the processing of an invoice.

The AP_POSTPROC.vbs script is designed for an consultant to modify three areas: update a third-party accounting system, handle rejected invoices as required by the customer, and modify the summary report. The script has comments to help you identify the three areas listed above.

CAUTION!If you are upgrading from a previous version of AppXtender Workflow for AP and have customized scripts in place, you need to save copies of the scripts to a backup location prior to installing the new version because new scripts for the new version will install in place of those scripts during the installation. You need to re-customize your scripts using the new sample scripts as a basis; scripts for previous versions are not supported with AppXtender Workflow for AP version 1.20.

For more information, see the following topics:

◆ “Update a Third-Party Accounting System”

◆ “Handle Rejected Invoices”

◆ “Modify the Summary Report”

Customizing the Automated Task Manager Scripts 63

64



Update a Third-Party Accounting System

An UpdateAccountingSystem function is included in the AP_POSTPROC.vbs script. This function was designed to allow you to interact with a third-party accounting system. The UpdateAccountingSystem function has two parameters: the oFormFields and oFields objects. The oFormFields object represents the AppXtender Workflow FormFields object. The oFields object is an ADO Fields Collection object that represents one line from the AP_GLLINES table in the AppXtender Workflow database.

The UpdateAccountSystem function is called when:

◆ Each cost distribution line item is entered for an invoice.

◆ If the line-item approval feature is disabled, oFields object is NULL.

Handle Rejected Invoices

Currently, the rejected invoices are routed to the post-processing automated task script (AP_POSTPROC.vbs), but the script does nothing with the business process instance. The AP business process was not designed to handle invoice rejection, because each organization may have different procedures for handling rejected invoices. For example, an organization may want to delete an invoice from ApplicationXtender or generate a report for a rejected item and add the report to ApplicationXtender when an invoice is rejected.

You can modify the AP_POSTPROC.vbs script to handle rejected items, based on customer-specific needs.

Modify the Summary Report

The summary report is generated and added as a subpage to the AppXtender document. The report is generated in HTML format. To update the look and feel of the report, you can modify the HTML output as specified in the AP_POSTPROC.vbs script.




Figure 28 Summary Report (with Cost Distribution)

Customizing the Automated Task Manager Scripts 65

66




Index


Aaccounts payable

application 24, 28business process 43

actsapprove the invoice 15reject the invoice 15route to an Approver 15

AP_GLCHART 44AP_POSTPROC.vbs 45, 63AP_PRETPROC.vbs 45AP_VENDORS 44application

accounts payable 24, 28configure 25, 28

approver role 16automated task 17Automated Task Manager properties page 36Automated Task Manager script 45autopostprocessing role 17autopreprocessing role 13AX users 27AXAppDef_AP.xml 24, 28

Bbusiness process

map, customize 61business process configuration page 38business process, accounts payable 43

Cconcepts 9

cost distribution 39custom OCX

modify 62customize

business process map 61OCX 62third-party accounting system 64user-defined lists 45

Ddatabase

tables 44update 44

documentation, related 5

Iimport, AXAppDef_AP.xml 24, 28initiate 12installation 31

Automated Task Manager properties page 36

business process configuration page 38checklist 20, 52license agreement page 32multiple computers 20, 52post setup requirements 42post setup requirements page 40ready to install the application page 40select features page 33setup prerequisites page 32single computer 20starting setup 31

introduction 9


68

Index


item, reject 64

Llicense agreement page 32line item approval 39

Mmap, business process 61modify

business process map 61OCX 62user-defined lists 45

OOCX

customize 62

Ppost setup requirements 40post setup requirements page 40Processor role

approve the invoice 15reject the invoice 15route to an Approver 15

processor role 15

Rready to install the application page 40rejected items 63, 64report 64requirements 40

post setup 42role

approver 16autopostprocessing 17autopreprocessing 13processor 15

Sscript

AP_POSTPROC.vbs 63Automated Task Manager 45customize 62

update 45select features page 33setup prerequisites page 32setup wizard 31summary report 64

Ttask

post-processing automated 17third-party accounting system 64

Uuninstall 48

Automated Task Manager Configuration component 48

Database Updates component 48update

database 44script 45third-party accounting system 64

user-defined list 45users, create in AX 27


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