Invoice Inbox to Ledger
Overview
Reads vendor-invoice e-mails out of the mailbox and posts each one as a bill in the ERP. It reads the vendor, reference, gross and purchase-order number from each message, derives the net, and keys a new bill - handling the two controls that fire mid-batch: a duplicate reference (cancelled rather than paid twice) and a failed 3-way match against the purchase order (posted but blocked). Writes a posting report. The story is straight-through processing with judgment: the clean invoices post themselves, and the two that should not go through are caught and reported.
Invoice Inbox to Ledger
Vendor invoices arrive as e-mail and have to end up as bills in the ERP. The re-keying is dull, but the batch is never quite clean: somewhere in the twelve is an invoice that was already booked, and one whose amount does not match the purchase order it was raised against. A robot that posts all twelve blindly pays a duplicate and lets a price mismatch through. The valuable one posts the clean ones and stops on the two that should not go through.
This flow reads the invoice e-mails, posts each as a bill, and answers the two controls the ERP raises: a duplicate-reference dialog and a live 3-way match against the purchase order.
It spans two fictional training systems — Lookout Mail for the inbox and RAP One for the ledger — whose data is entirely synthetic.
What it produces
invoice-posting.csv in your home folder: every invoice with its outcome — posted, blocked or
skipped — and the ERP document number. On the seeded inbox that is 12 invoices → 10 posted, 1
blocked, 1 skipped:
- Skipped —
INIT-2026-118is already booked; the ERP raises the duplicate dialog and the robot cancels rather than posting a second copy. - Blocked —
NW-2026-9002fails the 3-way match (invoice net €4,200 against a €3,950 purchase order); it posts but is flagged, not payable. - The remaining ten post clean.
How it works
1. Read the invoices
Sign in to the mailbox and find the vendor-invoice e-mails. Open each and read the vendor, the reference, the gross amount and any purchase-order number straight out of the message. The net is derived from the gross at the standard 19% rate — the figure the ERP wants keyed in.
2. Post each bill
Sign in to the ERP and, for every invoice, open a new bill: pick the vendor from the typeahead, key the reference, net and purchase-order link, and save. The ERP runs a live 3-way match against the PO and a duplicate check against the reference — the two controls the robot has to answer for.
3. Handle the controls & report
When the ERP raises the duplicate dialog, the robot cancels. When the 3-way match blocks a bill on a price mismatch, it is flagged. Everything else posts clean, and the outcome of all twelve lands in one CSV — the exceptions at the top, ready to work.
Running it
Ready to run as-is. It signs in with the published training credentials
(hiroshi.tanaka@globex.example for the mailbox, HTANAKA for the ERP), which are not secret. Real
system credentials belong in the Robomotion Vault, never in a flow.
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