cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Anonymous
Not applicable

Extracting invoice items from list items with the Power Automate Invoice Processing

Hello forum members,

 

I'm seeking help with a specific task, and I've already followed (successfully) a guide to extract common invoice data. However, what I need help with now is extracting line items and adding them (column by column) to an Excel sheet in Sharepoint.

 

The item list appears to be read correctly, containing 5 items with their respective amounts.

arneulland_0-1690287753010.png

The flow of the process is as follows:

arneulland_1-1690287804060.png

arneulland_2-1690287825499.png

arneulland_3-1690287852902.png


The problem

I'm facing a challenge in getting the specific line items to be added to the Excel sheet properly. The current output either exports all together in one column (if using the line item all columns dynamic array) or doesn't produce the desired result.

 

Goal:
Per new invoice I want the excel sheet to create a new row where the line item amount is imported correctly to the specific column which corresponds with the line item description. If nothing is found then 0 or empty is okey.

It would then look like this (assuming 5 line items)

 

arneulland_1-1690291075904.png

 

 

At the moment, the situation looks like a mess:

Uten navn.png

PS: I have not found a way to manually create dynamic content per header/line item description and I suspect that is the main issue. Said differently, I cannot add line_item_amount per line item description and that is the problem.

arneulland_5-1690288248735.png

 

I would greatly appreciate any guidance or suggestions to help me achieve the desired output. Thank you in advance for your assistance!

18 REPLIES 18
JGT
Helper I
Helper I

One thing I've had to do in the past with data that may be formatted weirdly to get the desired output is converting the data to JSON then using instead of the HTML table to get the variables you are looking for using the Parse JSON function to get the desired output with variables. 

Without knowing exactly what that variable looks like before outputting to the excel file. I'd suggest using Bing Chat to say something like "parse this json data (copy paste the output of the json step) to an excel file. I've had pretty good success with that output being able to parse complex tabled data. 

Anonymous
Not applicable

Interesting. ChatGPT also suggested using variables as a fix:

Step 1: Set up AI Builder in Power Automate (if not done already).

  • Ensure that you have access to AI Builder in your Power Automate subscription.

Step 2: Create a new Power Automate flow.

Step 3: Select a trigger for the flow.

  • Use a trigger that corresponds to the method of importing invoices. For example, you can use the "When an email with an attachment is received" trigger if you receive invoices via email.

Step 4: Add an action to extract invoice data using AI Builder.

  • Add an action using the AI Builder "Extract data from forms" or "Process and save the data" action. This will allow you to extract data from the invoice document.

Step 5: Configure AI Builder action.

  • Select the appropriate model for invoice processing and map the fields you want to extract, such as line item amounts.

Step 6: Initialize a variable to store the extracted line items.

  • Add an action to initialize a variable to store the line items. Use the "Initialize variable" action and set it to an array type.

Step 7: Loop through the extracted data (Apply to each).

  • Since the extracted data may contain multiple line items, use the "Apply to each" action to loop through each line item.

Step 8: Add actions to append line item data to the variable.

  • Within the loop, use actions like "Append to array variable" to add the line item data to the variable. Map the extracted line item amounts to the appropriate column headers in the variable.

Step 9: Add an action to update the SharePoint Excel table.

  • After the loop, use the "Update a row" action in SharePoint to update the Excel table with the line item data stored in the variable. Map the data from the variable to the corresponding columns in the SharePoint Excel table.

Step 10: Complete the flow.

  • After adding all the necessary actions, save and test your flow to ensure that it extracts the line items and updates the SharePoint Excel table correctly.

By following these steps, you should be able to extract line items from the invoice using AI Builder and populate the SharePoint Excel table with the extracted data in an orderly fashion. Make sure to review the actions and adjust the flow based on your specific requirements and the AI Builder model you are using.

Anonymous
Not applicable

Testing with variables now but cannot see how I can create names per variable so that I know which one belongs to which line item.

arneulland_0-1690290533554.png

 

JGT
Helper I
Helper I

The way that is happening you are initializing variables for each item, initialize the variable here

JGT_1-1690299592946.png

then append your array where you are currently initializing it. 

Anonymous
Not applicable

Hi,

What should I choose in this instance to give the variable a value that fits (there is no way to connect to the line items and specify which amount I want to set the variable as)

arneulland_0-1690306611269.png

 

Anonymous
Not applicable

The above refers to the fact that I cannot find a way to set a variable to "each item" as there is no way to distinguish the items. 

 

The dynamic array just state "line item amount (text)".

JGT
Helper I
Helper I

You will initialize the variable like you are doing, add the items in the loop like you had it before to "add those items" then call that variable later. So for example the order would be:
1. Create the variable
2. add all the items to the variable
3. do any formatting you need to on the variable you added items to
4. use the variable

Anonymous
Not applicable

Unfortunatly cannot follow your suggestion.
1) I do the following to create the variable (the apply to each comes automatically when using line item)

Skjermbilde 2023-07-25 203649.png

 2) When trying to use the variable again  it's impossible

Skjermbilde 2023-07-25 203838.png
Also tried to save but get the following error: Flow save failed with code 'InvalidVariableInitialization' and message 'The variable action 'Initialize_variable_2' of type 'InitializeVariable' cannot be nested in an action of type 'Apply_to_each_3'.'.

JGT
Helper I
Helper I

Here I show you 🙂 I created an example array "data" with the  [red,green,blue] in an earlier step. Then initialized a blank array, incremented the new blank array in a loop FOR all the items in "data" and sent a teams message to myself of the current item in the array its LOOPING through. 

JGT_1-1690311265582.png

The teams messages I got looks like this:

JGT_2-1690311374155.png


Does that make more sense? The value of the array named "Add Data to me" would be [red,green,blue] now as well.

JGT
Helper I
Helper I

Also to note, in your example where you need to do some formatting to "sanitize" the data before inputting it to an excel file. You will want to do the formatting before you add the variable to the append array variable. If you don't want to use an "Array" and instead would use an "object", you can hand it json data which seems in my experience to be handled better by Power Automate. 

Anonymous
Not applicable

Appreciate the help. Slowly getting to a solution it seems : ) I followed the steps but when saving I get the error:

 

Flow save failed with code 'InvalidTemplate' and message 'The template validation failed: 'The inputs of template action 'Add_a_row_into_a_table' at line '1 and column '11412' is invalid. Action 'Apply_to_each_2' must be a parent 'foreach' scope of action 'Add_a_row_into_a_table' to be referenced by 'repeatItems' or 'items' functions.'.'.

Am I missing something here?

1.png

2.png



Anonymous
Not applicable

Also tried to apply to each items in the last section but that didn't change anything

 

3.png

Anonymous
Not applicable

Okey, saw an error that I did and appended the variable within the apply to each together with the Add a row into a table.
 

5.png

Now this doesn't really solve the issue because the output looks like this.

The goal was to get the output mapped out in one row for the right column and not 5 rows per line item. 

6.png

So I'm still struggling with the basic issue
- How to get the line items mapped into the right column when I add an excel row

Anonymous
Not applicable

Like this. If no line item is found with the right name then skip (invoices can have different fields so only want the items to be aligned with the text)

77.png

Anonymous
Not applicable

Please note that I have no problem getting the spesific line items per row as shown below.


It's about that I only want 1 row with the numbers aligned per column

33.png

Anonymous
Not applicable

Output comes as this if I set every variable equal to line item amount, which is not very helpful
Anonymous
Not applicable

 
Anonymous
Not applicable

Update: Decided that it was too difficult to get the line items in one row so created this simple solution instead.

 

One day I need to learn how to extract the specific amount per line item but this will do. 

Thanks for the help!

123.png

Helpful resources

Announcements

Tuesday Tip | How to Report Spam in Our Community

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   Today's Tip: How to Report Spam in Our Community We strive to maintain a professional and helpful community, and part of that effort involves keeping our platform free of spam. If you encounter a post that you believe is spam, please follow these steps to report it: Locate the Post: Find the post in question within the community.Kebab Menu: Click on the "Kebab" menu | 3 Dots, on the top right of the post.Report Inappropriate Content: Select "Report Inappropriate Content" from the menu.Submit Report: Fill out any necessary details on the form and submit your report.   Our community team will review the report and take appropriate action to ensure our community remains a valuable resource for everyone.   Thank you for helping us keep the community clean and useful!

Tuesday Tip | How to Get Community Support

It's time for another Tuesday Tip, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.       This Week: All About Community Support Whether you're a seasoned community veteran or just getting started, you may need a bit of help from time to time! If you need to share feedback with the Community Engagement team about the community or are looking for ways we can assist you with user groups, events, or something else, Community Support is the place to start.   Community Support is part of every one of our communities, accessible to all our community members.   Within each community's Community Support page, you'll find three distinct areas, each with a different focus to help you when you need support from us most. Power Apps: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pa_community_support Power Automate: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpa_community_support Power Pages: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpp_community_support Copilot Studio: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pva_community-support   Community Support Form If you need more assistance, you can reach out to the Community Team via the Community support form. Choose the type of support you require and fill in the form accordingly. We will respond to you promptly.    Thank you for being an active part of our community. Your contributions make a difference!   Best Regards, The Community Management Team

Community Roundup: A Look Back at Our Last 10 Tuesday Tips

As we continue to grow and learn together, it's important to reflect on the valuable insights we've shared. For today's #TuesdayTip, we're excited to take a moment to look back at the last 10 tips we've shared in case you missed any or want to revisit them. Thanks for your incredible support for this series--we're so glad it was able to help so many of you navigate your community experience!   Getting Started in the Community An overview of everything you need to know about navigating the community on one page!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Ranks and YOU Have you ever wondered how your fellow community members ascend the ranks within our community? We explain everything about ranks and how to achieve points so you can climb up in the rankings! Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Powering Up Your Community Profile Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile. Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Blogs--A Great Place to Start There's so much you'll discover in the Community Blogs, and we hope you'll check them out today!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Unlocking Community Achievements and Earning Badges Across the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. Check out some details on Community badges--and find out more in the detailed link at the end of the article! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Blogging in the Community Interested in blogging? Everything you need to know on writing blogs in our four communities! Get started blogging across the Power Platform communities today! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Subscriptions & Notifications We don't want you to miss a thing in the community! Read all about how to subscribe to sections of our forums and how to setup your notifications! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Getting Started with Private Messages & Macros Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Community User Groups Learn everything about being part of, starting, or leading a User Group in the Power Platform Community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Update Your Community Profile Today! Keep your community profile up to date which is essential for staying connected and engaged with the community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Thank you for being an integral part of our journey.   Here's to many more Tuesday Tips as we pave the way for a brighter, more connected future! As always, watch the News & Announcements for the next set of tips, coming soon!    

Hear what's next for the Power Up Program

Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram, including a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the link below to sign up today! https://aka.ms/PowerUp  

Tuesday Tip: Getting Started with Private Messages & Macros

Welcome to TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   This Week's Tip: Private Messaging & Macros in Power Apps Community   Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member!   Our Knowledge Base article about private messaging and macros is the best place to find out more. Check it out today and discover some key tips and tricks when it comes to messages and macros:   Private Messaging: Learn how to enable private messages in your community profile and ensure you’re connected with other community membersMacros Explained: Discover the convenience of macros—prewritten text snippets that save time when posting in forums or sending private messagesCreating Macros: Follow simple steps to create your own macros for efficient communication within the Power Apps CommunityUsage Guide: Understand how to apply macros in posts and private messages, enhancing your interaction with the Community For detailed instructions and more information, visit the full page in your community today:Power Apps: Enabling Private Messaging & How to Use Macros (Power Apps)Power Automate: Enabling Private Messaging & How to Use Macros (Power Automate)  Copilot Studio: Enabling Private Messaging &How to Use Macros (Copilot Studio) Power Pages: Enabling Private Messaging & How to Use Macros (Power Pages)

Tuesday Tip: Subscriptions & Notifications

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week: All About Subscriptions & Notifications We don't want you to a miss a thing in the Community! The best way to make sure you know what's going on in the News & Announcements, to blogs you follow, or forums and galleries you're interested in is to subscribe! These subscriptions ensure you receive automated messages about the most recent posts and replies. Even better, there are multiple ways you can subscribe to content and boards in the community! (Please note: if you have created an AAD (Azure Active Directory) account you won't be able to receive e-mail notifications.)   Subscribing to a Category  When you're looking at the entire category, select from the Options drop down and choose Subscribe.     You can then choose to Subscribe to all of the boards or select only the boards you want to receive notifications. When you're satisfied with your choices, click Save.     Subscribing to a Topic You can also subscribe to a single topic by clicking Subscribe from the Options drop down menu, while you are viewing the topic or in the General board overview, respectively.     Subscribing to a Label Find the labels at the bottom left of a post.From a particular post with a label, click on the label to filter by that label. This opens a window containing a list of posts with the label you have selected. Click Subscribe.     Note: You can only subscribe to a label at the board level. If you subscribe to a label named 'Copilot' at board #1, it will not automatically subscribe you to an identically named label at board #2. You will have to subscribe twice, once at each board.   Bookmarks Just like you can subscribe to topics and categories, you can also bookmark topics and boards from the same menus! Simply go to the Topic Options drop down menu to bookmark a topic or the Options drop down to bookmark a board. The difference between subscribing and bookmarking is that subscriptions provide you with notifications, whereas bookmarks provide you a static way of easily accessing your favorite boards from the My subscriptions area.   Managing & Viewing Your Subscriptions & Bookmarks To manage your subscriptions, click on your avatar and select My subscriptions from the drop-down menu.     From the Subscriptions & Notifications tab, you can manage your subscriptions, including your e-mail subscription options, your bookmarks, your notification settings, and your email notification format.     You can see a list of all your subscriptions and bookmarks and choose which ones to delete, either individually or in bulk, by checking multiple boxes.     A Note on Following Friends on Mobile Adding someone as a friend or selecting Follow in the mobile view does not allow you to subscribe to their activity feed. You will merely be able to see your friends’ biography, other personal information, or online status, and send messages more quickly by choosing who to send the message to from a list, as opposed to having to search by username.

Users online (5,475)