Data entry

Help StudioX
1

I am looking for ideas on how to automate inputting data from an excel file into a web system creating an invoice, submitting, and copying the invoice number back into the excel sheet.

Second process is to take the data from the excel file and entering into Quickbooks online creating and sending invoice and copying the Quickbooks invoice number back into excel file.

2

Hello John,
Here’s a step-by-step solution in UiPath for both scenarios: if you have any doubt in this you can reply me back.

Scenario 1: Web System Invoice Automation

  1. Import Excel Package: Install the “UiPath.Excel.Activities” package from Manage Packages.
  2. Read Excel Data:
    • Use the “Read Range” activity to read the data from your Excel file.
    • Specify the sheet name and the range of cells containing invoice data (e.g., customer name, items, etc.).
  3. Open Web Browser:
    • Use the “Open Browser” activity to launch the web system where you create invoices.
  4. Loop Through Each Invoice:
    • Use a “For Each Row” activity iterating through each row in the DataTable from the “Read Range” activity.
    • Inside the loop:
      • Use “Type Into” activities to enter data into the web form fields based on the current row data.
      • Leverage “Click” activities to trigger buttons like “Submit” or “Create Invoice”.
  5. Extract Invoice Number (Optional):
    • After submitting, use “UiExplorer” to identify the element containing the invoice number.
    • Use “Get Text” or “CV Extract” activity to capture the invoice number from the web page.
    • Use “Write Cell” activity to update the invoice number in a separate column within the same Excel file.
  6. Close Browser:
    • Use “Close Tab” activity to close the browser tab after processing each invoice.

Scenario 2: QuickBooks Online Invoice Automation

Important Note: UiPath doesn’t have a native connector for QuickBooks Online. However, you can achieve partial automation using screen scraping techniques (less reliable) or consider third-party integrations if available.

Here’s a possible approach with screen scraping (not recommended for production due to potential reliability issues):

  1. Import Excel Package (Same as Scenario 1).
  2. Read Excel Data (Same as Scenario 1).
  3. Open Web Browser (Same as Scenario 1).
  4. Loop Through Each Invoice (Same as Scenario 1).
    • Inside the loop:
      • Use “Click” activities to navigate through the QuickBooks Online interface (e.g., “Create Invoice” button).
      • Use “Type Into” activities to enter data into relevant fields based on the current row data.
      • Use “Click” activities to trigger actions like “Save” or “Send Invoice”.
  5. Extract Invoice Number (Optional - Less Reliable):
    • Similar to Scenario 1, try to capture the invoice number using screen scraping techniques like “CV Extract”.
    • Be aware that screen scraping is brittle and might break if the layout of the QuickBooks Online interface changes.
  6. Close Browser (Same as Scenario 1).

Recommendations:

  • Scenario 1 is generally more reliable due to the structured nature of web forms.
  • For QuickBooks Online, consider third-party integrations or a dedicated QuickBooks automation tool if available. Screen scraping is not ideal for production workflows.
  • Test all automation steps thoroughly to ensure they work as expected.
  • Handle potential errors gracefully using “Try Catch” activities in UiPath.

Additional Tips:

  • Use Excel formulas to prepare your data in a format compatible with the web system or QuickBooks Online.
  • Consider using environment variables to store sensitive information like login credentials.
  • Schedule your UiPath workflows to run automatically at specific times or intervals.

Remember, this is a general outline. You’ll need to adjust the specific activities and selectors based on the web system and QuickBooks Online interfaces you’re using.

3

@John_Feringa,

Welcome to the UiPath Community :tada:

The use case you have explained is pretty much feasible. I would advise to break down the process in smaller parts and try it.

If you face any issue please reach out here for help.

Thanks,
Ashok :slight_smile:

4

Thank you. I have been experimenting With Excel read range already. I’ve managed to automate the logon sequence At this point and Now working on Excel portions.

I did run into a problem with logging on. There is a pop-up window that appears that I’ve been unable to get past. There is no identifiable element.

5

Share more details about the popup.

6

Hii,

Can you share Screenshot of the problem, from that we understood where you stuck

Thank you,
Akhil

7

This part of the login is inconsistent. Sometimes it works and other times it does not.

image
image1291×773 82.1 KB

8

Show me your log messages
output panel

9

image

This happens every so often. This is not the normal place the process stops.

10

Might be your value is not retrieved from wheres you get.
put debug point at that place and check value is retrieve or not from Immediate Panel.

if value is retrieve and still this problem occurs DM me your Project
glad to help you.

Thank you.
Akhil

11

After closing and restarting Studio, it ran to the last section. This is the message.
image

12

image
image919×623 41.1 KB

13

This pop-up is contain new window and you select input mode is Same window/Application

if you want to click on that you have to use Computer Vision Activities (CV Activity) or else use CheckAppState

as per my experience, CheckAppState gives you faster output

you can solve your problem this way:

image
image1920×1078 198 KB

If your issue was solved mark as Solution

Thank you,
Akhil

14

Your problem was resolved or not ?

If still you’re facing this problem, DM me your project I feel glad to help you :slightly_smiling_face: