Automated Invoice Distribution
Development of an Excel-based solution for controlled invoice distribution — created in response to the lack of batch print and email functionality in Fusion.
Objective:
To build a tool that prepares invoice packages tailored to company and customer specifics — with completeness checks, conditional sending, and error tracking.
Scope:
➤ Macro to generate PDF files from Excel data
➤ Automated document formatting and filename assignment
➤ Attachment presence verification and missing file control
➤ Exception handling (e.g. missing data, too many invoices in a folder, no attachments)
➤ Dynamic email body content based on document type (invoice, credit note, summary)
➤ Marking invoices based on distribution method: email, manual, electronic (Fusion)
Challenges:
➤ No access to BI Publisher — required to bypass system limitations
➤ Variable data structure — different requirements depending on the company and customer type
➤ Ensuring a clear status indicator for every document
Outcome:
➤ Reduced time required to prepare and send documents
➤ Eliminated errors caused by manual matching and missing attachments
➤ Solution adopted by the entire receivables department — serving approx. 20 companies
Technologies:
Excel, VBA, PDF files, network folders, validation logic, macros
Year:
2022–2023