AP Autopilot Rules Engine

AP Autopilot Rules Engine Manual

Table of Contents

1. Overview
2. Getting Started
3. Feature Components
4. Configurable Settings
5. Step-by-Step Guide
6. Use Cases and Examples
7. Error Handling and Troubleshooting
8. FAQ

1. Overview

Feature Name

AP Autopilot Rules Engine

Purpose

The Rules Engine is a core feature of the Briq AP Autopilot platform that allows users to configure and automate business rules directly within the client environment. It follows an IFTTT (If This, Then That) logic to process invoice data, populate fields, and create allocations based on predefined rules.

Rules Engine enables Briq platform users, specifically PSCs and TCs, to automate and streamline actions on Invoices. By setting conditions and defining rules, users can control data assignment, mappings, and allocation creation for efficient and accurate processing.

Problem Solved

The Rules Engine offers a flexible approach to:

• Automate Invoice Data Population: Allows users to set up rules to populate invoice fields based on conditions, saving time and reducing manual errors.
  Example : Automatically applies rules to populate invoice fields and allocate projects or GL accounts.
• Enhance Data Consistency: Ensures consistent data handling by applying predefined rules across similar entries
  Example : Vendor-specific rules
• Customizability: Enables client-specific rule configurations within their environment.
• Efficiency: Reduces manual intervention, improving accuracy and speed.
• Streamline Workflow Precedence: Rules can be prioritized to run before workflows, ensuring that any dependencies on populated fields are met.

How the Rules Engine Works

The Rules Engine evaluates data extracted from invoices and applies rules configured directly in the UI.

1. Data Extraction: Extracts invoice details such as PO numbers, GL accounts, and line item descriptions.
2. Condition Matching: Checks extracted data against rule conditions defined in the new UI.
3. Action Execution: Performs actions like assigning values, mapping data, or creating allocations.

2. Getting Started

Access Requirements

• Permissions: Admin-level permissions are required to access and configure rules in the client environment.
• Environment: Rules can now be set up directly in the client environment using the newly developed UI.

Accessing the Rules Engine

1. Navigate to AP Autopilot Config on the Briq Platform.
2. Select the Rules Engine Tab under AP Autopilot settings.
3. View or Edit Existing Rules: Existing rules appear as a list, and each rule can be edited by selecting it.

Or After UI Updates we can find it here:

3. Feature Components

Component	Description
Rule Type	Specifies the action type for each rule, such as assigning values, mapping values, or creating allocations.
Condition	Defines specific criteria that trigger rule actions, e.g., vendor ID, invoice data conditions.
Action	Defines the operation performed when conditions are met, such as assigning a value or creating an allocation.

4. Configurable Settings

The Rules Engine offers customization for each rule. Here are configurable options:

Rule Types and Examples

1. Map Field: Dynamically maps fields using object lookups.
   • Example: If Ship to matches a project address, populate Project ID in allocations.
2. Create Allocation: Creates an allocation entry based on specific conditions.
   • Example: If GL account starts with 5, set Cost Code = 33-214.
3. Assign Value: Assigns a specific value to a field.
   • Example: If PO number exists, populate Description using PO data.
4. Validate: Verifies data consistency.
   • Example: Ensure sum(line item amount) equals Invoice Subtotal.
5. Default Field: Sets default values for fields.
   • Example: Set Company ID = 1 for all allocations.

5. Step-by-Step Guide

Creating and Managing Rules in the Rules Engine

1. Set Up a New Rule:
   • In AP Autopilot, go to Rules Engine.
   • Click Create New Rule and select the rule type (Assign Value, Map Field, or Create Allocation).

2. Define Conditions:
   • Choose a data source for the condition (e.g., Invoice Data, Vendor).
   • Specify the condition details. For example, set Vendor ID = 111 or Total Amount > 0.

3. Configure Actions:
   • For Assign Value: Define the target field and the value it should be assigned.
   • For Map Field: Select the lookup object and the key to match values dynamically.
   • For Create Allocation: Specify the fields to be populated and any dependencies on invoice data.

4. Save and Test the Rule:
   • Save the rule and refresh the Rules Engine to activate it.
   • Upload an invoice and verify that the rule functions as expected.

Example Flowchart: Rule Setup and Workflow Precedence

                  +--------------------------------------+

                   |           Start: Set Up Rule         |

                   +--------------------------------------+

                                |

                                |

                                v

                     +--------------------------+

                     | Define Condition         |

                     | (e.g., Vendor ID = 111)  |

                     +--------------------------+

                                |

                                |

                                v

                  +-----------------------------+

                  | Configure Action            |

                  | (Assign Value, Map Field,   |

                  | or Create Allocation)       |

                  +-----------------------------+

                                |

                                |

                                v

                      +------------------+

                      | Save and Test    |

                      +------------------+

6. Use Cases and Examples

Use Case 1: Vendor-Specific Data Assignment

Example: Populate the destination address based on the vendor ID.
Condition: Vendor ID matches a specified value (e.g., 111).
Action: Assign “Address” to the Destination field on the invoice.

Use Case 2: Dynamic Mapping for State-Specific Allocation

Example: Populate allocation fields based on the invoice's State.
Process: The Map Field rule uses state codes from an object to populate allocation fields (e.g., JC Cost State and Material Taxable fields).

Use Case 3: Tax Exemption Based on Project

Example: Set the tax to 0 for projects marked as tax-exempt.
Condition: Tax Exempt field in the Project Object equals 1.
Action: Assign 0 to the Tax field on the invoice.

Use Case 4: Payment Terms Assignment

Example: Automatically assign payment terms for invoices.
Condition: If an Invoice ID exists.
Action: Assign NET 30 DAYS to the Payment Terms field.

Use Case 5: GL Account-Based Cost Code Assignment

Example: Assign a cost code based on the GL account prefix.
Condition: GL Account starts with 5.
Action: Assign 33-214 to the Cost Code field in the allocation.

Use Case 6: Purchase Order-Specific Allocation

Example: Populate the Project ID in allocations based on the PO number.
Condition: PO Number matches an entry in the Purchase Order Object.
Action: Retrieve the corresponding Project ID and create a Job allocation.

Use Case 7: Line Item-Specific Cost Code Assignment

Example: Assign a specific cost code for line items matching certain descriptions.
Condition: If the Line Item Description contains “Environmental Fee.”
Action: Assign 01120 to the Cost Code field in the allocation.

Use Case 8: Default Company Assignment

Example: Assign a default company for all allocations.
Condition: Always applies.
Action: Set Company ID = 001 in the allocation.

7. Error Handling and Troubleshooting

Issue	Resolution
Rule Not Triggering	Verify that the rule conditions match the data in the invoice or allocation.
Incorrect Value Populated	Check the mapping object to ensure correct key-value pairs are set.
Overlapping Rules with Allocations	Confirm precedence of rules with workflows if allocations are incorrectly overridden.
Rule Overwrites Manual Changes	Inform users that reanalysis overwrites manual entries.

8. FAQs

Can rules be customized for different clients? Yes, rules can be configured uniquely for each client directly in their environment using the new UI.

How do I test if rules are working? Use the Rules Engine UI to process sample invoices and validate results.

Can rules be applied retroactively? Yes, rules can be applied to past invoices by reanalyzing them in the system. Note that manual edits will be overwritten.