How to Integrate Invoices with ERP Payment

PO invoices are improved in the coming release of Calem R2024f planned for November, 2024. The invoices can be used to integration with ERP payment processing.

1. Invoice Roles

Invoice roles need to be configured for an organization before invoices can be processed in Calem and ERP.

• Menu path: Organization | ACL Profiles | Monitor User
  • Add a team or user with Invoice Approver or Monitor roles
    
  • Invoice Monitor: users with the role can receive invoice event emails.
  • Invoice Approver: users with the role can edit invoices, assign invoice owners and modify invoice statuses.
• An invoice can be assigned to a user who will have all permissions for that invoice.

2. Create an Invoice

An invoice can be created by users with access to invoice creation menu. The user can edit invoices created, but may not have the permission to modify invoice statuses.

• An invoice number, PO number, and due date are required to create an invoice.
• Invoice item total, tax and freight may be entered.
• Vendor will be copied from the PO of the invoice.
• No invoice lines are added by default. 
• PO lines may be copied to the invoice by "Initial Lines" dropdown. 
  • In this case, modifying  invoice lines which will change the invoice amount.
  • The copying and invoice total updates can be turned off - see Admin Guide for more information.

3. Invoice Lifecycles

Only the user assigned to an invoice, and invoice approvers can modify invoice statuses. The invoice lifecycles can be customized - see Admin Guide for more info.

• The "Approved" event may be used to trigger ERP payment processing.

 4. Invoice Change Event

A data change event is created in Calem for integration with ERP.

• Menu path: Admin | Open | Data Change Events
• The invoice table "cm_po_invoice" will be monitored by its status changes.
• An invoice may be sent to ERP when its status is changed.
• The event data is in JSON format.

 4. Invoice Event Listeners

Invoice event listeners are ERP payment processing services. They listen for invoice events from Calem over REST API.

• Menu path: Admin | Open | Data Change Listeners
• Provide the URL, API key and secret from an ERP service to set up a listener. 
• Next, connect the listener with the invoice change event created above.
• The invoice events will be sent to this listener.

 5. Calem REST API

Calem REST API will be used by an ERP payment service to post invoice payment to Calem.

• See this blog for an introduction of Calem REST API.
• See this blog for posting data to Calem REST API.
• The invoice payment can be posted to object "cm_po_payment".

These steps covers the core plumbing for a two-way integration between Calem Enterprise and ERP payment service. Contact your integration partner and Calem for more information.

Additional Resources

• Calem Integration 1: Email & Misc Integration
  
• Calem Integration 2: REST API
  
• Calem Integration 3: Custom Triggers
• Calem Integration 4: Subscribing to Data Changes via REST API
  
• Calem Integration 5: Upsert REST API
• Calem Enterprise Customization
• Custom Fields and Forms for User Skills
• List View Customization
• User Guide and Admin Guide (customer account required)
• Calem Enterprise Training Site
  
• Calem Enterprise Blogs
  
• Calem Enterprise demo