AP NO RECH ROCH

AP NO RECH ROCH

1. Start

• The workflow begins automatically (triggered by a timer).

2. Review for Errors (Activity A4)

• What it does:

  • Collects the district name from the database.

  • Searches for invoices with quantity discrepancies (where a "difference" is recorded).

  • Collects detailed records:

    • Invoice particulars

    • PO number and related item info

    • Amount, units, reference numbers, and related date

    • Checks if goods have been received or not.

  • For each instance where receiving is missing or incomplete, identifies the responsible user and their email.

  • Groups these discrepancies by user.

3. Notification

• Action:

  • Sends emails to the responsible users (those involved with the POs) if incomplete or missing receiving is found.

  • The email includes details of the PO(s), encouraging the user to either:

    • Enter receiving if goods/services are received, or

    • Correct the received quantity if entered incorrectly.

  • A notification is also sent to a designated group email for errors

  • 4. Error Handling

• If an error occurs, a notification email is sent to the designated administrator role

5. End

• The process completes.