Use case scenarios

• 29/09/2023
• 10 minutes to read

The content of this article is used for validating the application processes.

The purpose of this document is to get an overall understanding of the workflow in Continia e-Documents Import using manual file handling.

This article contains a set of use case scenarios all based on a demo company and a codeunit creating additional demo data.

Prerequisites

Before using this article to make a demonstration of Continia e-Documents Import some elements are required:

• NAV 2018 W1 CU 11.

• Cronus company.

• Objects from the Continia e-Documents Import package imported.

• Add-ins placed in the server Add-ins folder.

• The client add-in is installed on the client.

  • To insert a record in the Control-Addins table run the CEDO Add-In Setup codeunit. A dialog shows a file browser. Choose the Cancel button.

• The following folder structure is created:

• C:\Temp\CEDO\e-Docs

• The stylesheets from the product package is placed in the folder:

  C:\Temp\CEDO\Stylesheets\

• The file XML-layout.txt is imported.

• The CEDO Create Demo Data (6014362) codeunit is run. A dialog shows a file browser. Browse for the XML-Layout.txt file and choose the OK button. For more information on this step see later in this article.

This article will go through importing a document, correcting errors and looking at supplementary data. In the end the document is transformed into a purchase document.

Import an electronic document

When receiving e-documents this can be done from the Receive page.

1. Choose the icon, enter Receive, and then choose the related link.
2. On the Receive page, choose the Load action. A message appears showing the document is imported.

Open the electronic document in the Document Journal

1. Choose the icon, enter Receive, and then choose the related link.
2. On the Receive page, choose the Document List action. The Document Journal page now opens showing the imported documents.
3. Select the document with External Document No. 1001.

On the Error Log FastTab in the bottom of the Document Journal Page, a few errors need attention. To fix them follow the next steps below.

Create a vendor setup

1. Choose the icon, enter Vendor Setup, and then choose the related link.
2. On the Vendor Setup List page, choose the New action.
3. In the Vendor No. field, enter the vendor no. 45858585.
4. On the Vendor Setup List page, choose the Card action. The Vendor Setup Card page now opens showing the setup of the vendor.
5. In the Transfer Type field, choose Purchase Invoice.

Enter a VAT registration No. on the vendor setup

When receiving electronic documents, the vendors VAT Registration No. must be added for Continia e-Documents Import to correctly identify the vendor to use when registering a document.

1. Choose the icon, enter Vendor Setup, and then choose the related link.
2. On the Vendor Setup List page, identify the vendor with vendor no. 45858585.
3. On the Vendor Setup List page, choose the VAT Registration Nos. action. The VAT Registration Nos. page now opens showing the VAT Registration Nos. of the vendor.
4. On the VAT Registration Nos. page, choose the New action.
5. In the Code field, enter the VAT Registration No. 01339931.
6. In the Description field, enter Test VAT no..
7. Choose the OK button.
8. On the Vendor Setup List page, choose the OK button.

Create a Country or Currency Code Conversion

When receiving electronic documents the documents contains ISO country. To be able to map these into NAV Country/Region codes a mapping between the two must be setup.

1. Choose the icon, enter ISO Country/Currency Conversion, and then choose the related link.
2. On the ISO Country/Currency Conversion page, choose the Create Codes action. Country and currency codes is now created.

Reload the electronic document

1. Choose the icon, enter Receive, and then choose the related link.
2. On the Receive page, choose the Document List action. The Document Journal page now opens showing the imported documents.
3. Select the document with External Document No. 1001.
4. On the Document Journal page, choose the Reload action. A progress window appears showing the progress of the reimport. When this window disappears, the file is reimported.

Most of the errors now disappear on the Error Log FastTab. The only one left is one that gives informs that the Vendor Name on the document does not match the one on the vendor setup (in this demo it is okay that they are different). Do the following:

5. On the Document Journal page, choose the Document Card action. The Received e-Document page now opens showing all the details of the document.
6. On the Received e-Document page, choose the Accept Bill-To Name.
7. Choose the OK button.
8. On the Document Journal page, choose the Reload action.

The last error now disappears.

View the comments of the electronic document

Some of the data of the document is now mapped into fields in the document journal. Some of these fields are saved in a comment table. This can be accessed by the user from the document journal.

1. Choose the icon, enter Receive, and then choose the related link.
2. On the Receive page, choose the Document List action. The Document Journal page now opens showing the imported documents.
3. Select the document with External Document No. 1001.
4. On the Document Journal page, choose the Comments action. The Received e-Document Comments page now opens showing all the showing the data from the XML file that is mapped into comments.

View the attached documents of the electronic document

In some cases, vendors may have attached one or more files as embedded objects in the XML file itself. These are saved in a separate table. The files can be accessed by the user from the document journal.

1. Choose the icon, enter Receive, and then choose the related link.
2. On the Receive page, choose the Document List action. The Document Journal page now opens showing the imported documents.
3. Select the document with External Document No. 1001.
4. On the Document Journal page, choose the Attached documents action. The Attached Document List page now opens showing all the attached documents.
5. In the Document Description field, click on it to open the selected file. A window appears asking you to confirm the opening of the file.
6. Choose the Yes button.

Register the electronic document

When the electronic document in the Document Journal page does not have any errors in the Error Log FastTab then the document is ready to be transformed into a standard Microsoft Dynamics NAV or Microsoft Dynamics 365 Business Central on premises purchase document. This can be done from the Document Journal page.

1. Choose the icon, enter Receive, and then choose the related link.
2. On the Receive page, choose the Document List action. The Document Journal page now opens showing the imported documents.
3. Select the document with External Document No. 1001.
4. On the Document Journal page, choose the Register action. A message will appear showing the document has been registered.

Importing the XML-layout.txt file

To use Continia e-Documents Import to import files the mapping between the xml elements and the fields in the CEDO Received Document Header and Received Document Lines table must be present. This information is in the XML-layout.txt file. The file is imported into the CEDO XML version table. The mapping information in the file contains the elements in the supported UBL-formats.

1. Choose the icon, enter Import XML version.., and then choose the related link.
2. Choose the OK button.
3. Browse for the XML-layout.txt file. A progress window appears showing the progress of the import. When this window disappears, the file is imported.