A robot-based automatic invoicing method based on RPA technology

Abstract

An automated invoicing method based on RPA technology utilizes RPA robot technology to automatically log into the company's ERP website and enter a fixed invoicing module, replacing manual invoicing. It reads the settlement information of each company's pending invoices from the invoicing module, classifies the settlement information according to pre-designed rules, generates different invoicing lists, and then uses different invoicing requirement tables to perform invoicing operations on each of the generated invoicing lists. Depending on the requirements, it issues different invoice formats, including paper invoices and electronic invoices, thereby achieving automated invoicing operations that replace manual invoicing.

Description

Technical Field

[0001] This invention belongs to the field of information automation processing technology, and relates to a robot-based automatic invoicing method based on RPA technology. Background Technology

[0002] With the development of modern computer technology, companies often experience rapid growth and staff shortages. Form-based business is simple, repetitive, and involves a large workload. Traditional manual data entry and review cannot meet the needs of the company's rapid development. In addition, financial work is time-sensitive and requires extremely high accuracy. There is an urgent need to use new financial automation tools for review, decision-making, and business processing to prevent financial audit and management risks. Summary of the Invention

[0003] To address the aforementioned problems in the current environment, this invention provides a robot-based automated invoicing method based on RPA technology. Through configuration, invoice issuance can be automated, freeing up manual labor and improving work accuracy.

[0004] The above technical objectives of the present invention are achieved through the following technical solutions:

[0005] A robot-based automated invoicing method based on RPA technology, characterized by the following steps:

[0006] 1) Start the RPA automatic invoicing robot, enable the browser service, open the company's ERP website, log in with the specified account and enter the invoicing module;

[0007] 2) The RPA automatic invoicing robot, based on the invoicing module, cyclically queries the detailed pending settlement order data of each company, extracts the pending settlement order number, product name, contract number, contract number, transport vehicle and vessel number, counterparty purchase contract number, production and sales contract number, unit price, settlement amount, specifications, and buyer user code, and divides the data into normal pending settlement order data and adjusted pending settlement order data according to the different settlement method items of each data, and calculates the total settlement amount of all data;

[0008] 3) The RPA automatic invoicing robot determines the total settlement amount. If it is less than the rated value, it skips the company and does not issue invoices for that company. If it is greater than the rated value, it continues the operation.

[0009] 4) The RPA robot categorizes normal pending settlement data into positive, negative, and offsetting normal pending settlement data based on the positive or negative settlement amount and whether the data can be offset against each other.

[0010] 5) The RPA robot will adjust the pending settlement data according to the positive or negative settlement amount and whether the data can be offset against each other, and divide the normal pending settlement data into positive adjustment pending settlement data, negative adjustment pending settlement data, and offsetting adjustment pending settlement data.

[0011] 6) The RPA automatic invoicing robot checks whether the positive normal pending settlement order data is empty. If it is empty, it skips the company and does not perform the invoice issuance operation for the company; if it is not empty, it continues the operation.

[0012] 7) The RPA automatic invoicing robot queries the invoicing factor data of each company in a loop according to the invoicing module and matches them one by one with the companies.

[0013] 8) The RPA robot uses the acquired company invoicing factors to divide the positive normal pending settlement data into several invoicing data according to the corresponding invoicing factor values;

[0014] 9) Under the condition that the total settlement amount is greater than 0, the RPA robot adds the negative adjustment pending settlement data to the invoicing data in a random polling manner;

[0015] 10) The RPA robot automatically performs invoicing operations on positive adjustment pending settlement data and invoicing data, generating paper invoices or electronic invoices. At the same time, it generates ledger records for the invoicing operations.

[0016] In one embodiment, after the RPA automatic invoicing robot is started, regardless of whether the existing Google Chrome service is used, the robot will first shut down the browser service, then start a new browser service, open the specified website, log in with the specified account, and enter the invoicing module.

[0017] In one embodiment, the RPA robot automatically voids offsettable normal pending settlement data and offsettable adjustment pending settlement data directly in the system.

[0018] The beneficial effects of this invention are as follows: software that mimics human operation on a computer and repeatedly executes a large number of standardized business processes can not only improve the degree of office automation and work efficiency, but also completely eliminate human error, integrate the enterprise's information advantages, improve management level and competitiveness, and achieve value-added and risk prevention. Attached Figure Description

[0019] Figure 1 Flowchart for logging into ERP and collecting data for RPA robots.

[0020] Figure 2 Flowchart for RPA robot processing normal data.

[0021] Figure 3Adjust the data flow diagram for RPA robot processing.

[0022] Figure 4 Flowchart for generating invoice preparation data for RPA robots.

[0023] Figure 5 Adjust the data flow diagram for merging negative numbers in RPA robots.

[0024] Figure 6 Flowchart for invoicing operations using RPA robots.

[0025] Figure 7 Flowchart for discarding data for RPA robots.

[0026] Figure 8 This is a flowchart of the overall process of an RPA robot. Detailed Implementation

[0027] The present invention will now be further described in conjunction with the accompanying drawings and specific embodiments.

[0028] A robot-based automated invoicing method based on RPA technology includes the following steps:

[0029] 1) Start the RPA automatic invoicing robot, enable the browser service, open the company's ERP website, log in with the specified account and enter the invoicing module;

[0030] 2) The RPA automated invoicing robot, based on the invoicing module, iteratively queries the detailed pending settlement data for each company, extracting the pending settlement order number, product name, contract number, contract number, transport vehicle / vehicle number, counterparty purchase contract number, production and sales contract number, unit price, settlement amount, specifications, and buyer user code. It collects partial data items from each pending settlement list, including the pending settlement order number, and reassembles these data items into a new JSON dataset. This dataset is then stored in the normal pending settlement data list (hereinafter referred to as the normallist) and the adjusted pending settlement data list (hereinafter referred to as the changelist) according to the settlement method. The collected data items are shown in Tables 1 and 2. Simultaneously, it calculates the total settlement volume. Furthermore, the RPA robot reads the provided invoicing factor table and sets the correspondence between companies and invoicing factors. The format of the invoicing factor table is shown in Table 3. Finally, it calculates the sum of the settlement volumes for all data. This process is as follows: Figure 1 As shown.

[0031] 3) The RPA automatic invoicing robot determines the total settlement amount. If it is less than the rated value, it skips the company and does not issue invoices for that company. If it is greater than the rated value, it continues the operation.

[0032] 4) The RPA robot processes the JSON data in the normallist. The robot reads all elements in the normallist. First, based on the positive or negative settlement amount, the JSON data is stored in the positive pending settlement normal data (hereinafter referred to as ponormallist) and the negative pending settlement normal data (hereinafter referred to as nenormallist), respectively. Then, it iteratively compares each piece of JSON data in ponormallist and nenormallist. If two pieces of JSON data meet the offsetting rules, they are stored in the offsettable normal pending settlement data (hereinafter referred to as offnormallist), and the corresponding data is deleted from the original ponormallist and nenormallist. This process is as follows: Figure 2 As shown. The offsetting rules are as follows:

[0033] (1) The sum of the settlement amounts is 0;

[0034] (2) The contract numbers are the same;

[0035] (3) The contract numbers are the same;

[0036] (4) Same specifications;

[0037] (5) Same unit price;

[0038] Determine if the positive normal pending settlement data is empty. If it is empty, skip the company; otherwise, continue the operation.

[0039] 5) The RPA robot processes the JSON data in the changelist. The robot reads all elements in the changelist. First, based on whether the settlement amount is positive or negative, the JSON data is stored in the positive pending settlement order adjustment data (hereinafter referred to as pochangelist) and the negative pending settlement order adjustment data (hereinafter referred to as nechangelist) respectively. Then, it iterates through and compares each piece of JSON data in pochangelist and nechangelist. If there are two pieces of JSON data whose settlement amounts add up to 0, they are stored in the offsetting pending settlement order adjustment data (hereinafter referred to as offchangelist), and the corresponding data is deleted from the original pochangelist and nechangelist. This process is as follows: Figure 3 As shown.

[0040] 6) The RPA automatic invoicing robot checks whether the positive normal pending settlement order data is empty. If it is empty, it skips the company and does not perform the invoice issuance operation for the company; if it is not empty, it continues the operation.

[0041] 7) The RPA automatic invoicing robot queries the invoicing factor data of each company in a loop according to the invoicing module and matches them one by one with the companies.

[0042] 8) The RPA robot, based on the acquired company invoicing factors, iterates through each JSON data entry in the normallist to read the detailed data factors corresponding to the invoicing factor data item (e.g., if the company invoicing factor is the contract number, then the detailed data A000000 corresponding to the contract number in the JSON data is the detailed data factor), and stores JSON data with the same detailed data factor in the same invoicing data list. Finally, several invoicing data lists are obtained. This process is as follows: Figure 4 As shown.

[0043] 9) The RPA robot will, under the condition that the total settlement amount is greater than 0, read each JSON data in the `nechangelist` in a loop and add it to each invoice data list in a round-robin manner. This process is as follows: Figure 5 As shown.

[0044] 10) The RPA robot automatically performs invoicing operations on the `pochangelist` and invoicing data list. The robot loops through each JSON data point in each list, and based on the pending settlement item number in the JSON data, it selects the corresponding pending settlement item in the web interface, simulating manual operation, and then prints a paper invoice or generates an electronic invoice. Simultaneously, it generates a ledger record for the invoicing operation. The ledger record format is shown in Table 4. This process is as follows: Figure 6 As shown. Simultaneously, the RPA robot automatically reads the JSON data from `offnormallist` and `offchangelist`. Based on the pending settlement item number in the JSON data, it directly invalidates the corresponding pending settlement item number data in the system. This process is as follows: Figure 7 As shown.

[0045] Table 1. Element Format of Normal Pending Settlement Order Data List

[0046]

[0047] Table 2 Adjusting the element format of the pending settlement order data list

[0048]

[0049] Table 3. Invoicing Factors Table Format

[0050] No Field Description Example Note 1 Company Code The code of the company that purchased the goods 00000001 2 Invoicing factors Bills with the same value for this item can be issued on a single invoice. Contract number .

[0051] Table 4 Ledger Record Format

[0052]

Claims

1. A robot-based automatic invoicing method based on RPA technology, characterized in that... Includes the following steps: 1) Start the RPA automatic invoicing robot, enable the browser service, open the company's ERP website, log in with the specified account, and enter the invoicing module; 2) The RPA automatic invoicing robot, based on the invoicing module, cyclically queries the detailed pending settlement order data of each company, extracts the pending settlement order number, product name, contract number, contract number, transport vehicle and vessel number, counterparty purchase contract number, production and sales contract number, unit price, settlement amount, specifications, and buyer user code, and divides the data into normal pending settlement order data and adjusted pending settlement order data according to the different settlement method items of each data, and calculates the total settlement amount of all data; 3) The RPA automatic invoicing robot determines the total settlement amount. If it is less than the rated value, it skips the company and does not issue invoices for that company. If it is greater than the rated value, it continues the operation. 4) The RPA robot categorizes normal pending settlement data into positive, negative, and offsetting normal pending settlement data based on the positive or negative settlement amount and whether the data can be offset against each other. 5) The RPA robot will adjust the pending settlement data according to the positive or negative settlement amount and whether the data can be offset against each other, and divide the normal pending settlement data into positive pending settlement data, negative pending settlement data, and pending settlement data that can be offset against each other. 6) The RPA automatic invoicing robot checks whether the positive normal pending settlement order data is empty. If it is empty, it skips the company and does not perform the invoice issuance operation for the company; if it is not empty, it continues the operation. 7) The RPA automated invoicing robot, based on the invoicing module, cyclically queries the invoicing factor data of each company and matches it one-to-one with the company; 8) The RPA robot uses the acquired company invoicing factors to divide the positive normal pending settlement data into several invoicing data according to the corresponding invoicing factor values; 9) Under the condition that the total settlement amount is greater than 0, the RPA robot adds the negative adjustment pending settlement data to the invoicing data in a random polling manner; 10) The RPA robot automatically performs invoicing operations on positive adjustment pending settlement data and invoicing data, generates paper invoices or electronic invoices, and generates ledger records for the invoicing operations.

2. The robot-based automatic invoicing method according to claim 1, characterized in that: In step 9), the RPA robot automatically voids the offsettable normal pending settlement data and offsettable adjustment pending settlement data generated in step 4) directly in the system.

3. The robot-based automatic invoicing method according to claim 1, characterized in that: In step 2), the detailed pending settlement data for each company includes the pending settlement order number, settlement user, product name, contract number, contract number, transport vehicle / vehicle number, counterparty purchase contract number, settlement method, production and sales contract number, domestic / export sales indicator, retail indicator, settlement type, invoice unit of measurement, unit price, settlement quantity, invoice quantity, payment amount, tax rate, tax amount, settlement amount, invoice type, specifications, buyer user code, buyer user name, product category, product subcategory, and settlement list number.

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