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Aria Media and Publishing Suite (AMPS) - Document Management

Table of contents

Overview

The Document Management component provides functionality to handle documents such as invoices, statements, credit notes, and dunning notices. The documents are managed and sent to external partners for processing and formatting. As part of the document document management the solution also provides input to payments and payment handling. Document Management provides the following major capabilities:

  • Invoice/Statement – the solution is able to manage invoices and statements as soon as it is generated in Aria core. AMPS will take the invoice information from Aria Core and produce the necessary XML for transfer to external partners. Handling of payments may be managed by the external partners but could also be handled directly by AMPS. 
  • Credit Notes – the solution is able to produce and manage the credit notes as requested by the solution. Credit notes may be generated automatically or when requested by the CSR staff. 
  • Dunning Notices – as part of the dunning process, AMPS is able to produce the necessary XML for transfer to external partners for further processing.  During dunning process, AMPS will apply the necessary dunning fees, and potentially produce the final invoice. 


Other functionality may be added in the future as requirements change. 

The Document Management component consists of the services, reports, and sub-flows shown in the below diagram.

Each of the services, reports and processes are described below:
 

Document Management Graphic.jpg

Process Invoice [DocmProcInvoice]

"Process Invoice" is an event service that receives event related to production of invoices / statements. The service collects additional information from Aria and prepares the document for transmission to the document management company. To produce the standard AMPS XML document the sub flow "Produce AMPS XML" is invoked. If required by the payment option, the sub flow "Process AMPS Payment Request" is invoked to capture the outgoing payment request, for example when collecting via an external payment gateway.

Process Credit Note [DocmProcCreditNote]

"Process Credit Note" is an event service that receives event related to production of credit notes. The service collects additional information from Aria and prepares the document for transmission to the document management company. 

Process Dunning Notice [DocmProcDunningNotice]

"Process Dunning Notice" is an event service that receives event related to production of dunning notices. The service collects additional information from Aria and prepares the document for transmission to the document management company. 

Process AMPS XML (DocmProcAMPSXML)

"Process AMPS XML" is responsible for collecting all relevant information on the statement and invoice and then output it in the AMPS XML format. The formatted XML is stored in the database for later sending to other parties. 

Process Documents [DocmProcDocuments]

"Process Documents" is a batch service that, with regular intervals, retrieves all documents ready for transmission to the external document management company configured for the run. All available documents for the destination is output and then sent to the partner. When sent the document is marked as sent. The process invokes a subflow depending on the format and format version to output. The following options exist:

  • Process Document Integration – AMPS – output is produced in the standard AMPS document format. This XML is ready when retrieved from the database and is simply output. 
  • Process Document Integration – OIOUBL V1 – output is produced in standard OIOUBL version 1 format. The output is generated based on the standard AMPS XML document. 
  • Process Document Integration – OIOUBL V2 – output is produced in standard OIOUBL version 2 format. The output is generated based on the standard AMPS XML document. 

Process Document Integration - AMPS [DocmProcDocAMPS]

"Process Documentation Integration (AMPS)" is a sub flow that takes an internal formatted document (invoice, receipt, dunning notice or credit note) and transforms it to the format required by AMPS. When the process is complete the file produced is transferred to the recipient. 

Process Document Integration - OIOUBL V1 [DocmProcDocOIOUBLv1]

"Process Documentation Integration (OIOUBL V1)" is a subflow that takes an internal formatted document (invoice, receipt, dunning notice or credit note) and transforms it to the format required by OIOUBL Version 1. When the process is complete the file produced is transferred to the recipient. 

Process Document Integration - OIOUBL V2 [DocmProcDocOIOUBLv2]

"Process Documentation Integration (OIOUBL V2)" is a subflow that takes an internal formatted document (invoice, receipt, dunning notice or credit note) and transforms it to the format required by OIOUBL Version 2. When the process is complete the file produced is transferred to the recipient. 

Manage Document Text [DocmManageText]

"Manage Document Text" is a service used to add, modify or remove document texts used when sending documents to EDIGARD. The documents are invoices, dunning notices and credit notes. 

Retrieve Document Text [DocmRetrieveText]

"Retrieve Document Text" is a service used to retrieve all texts registered or just texts for a certain document type and text group. 

Invoicing

Processing of invoices are all triggered by the receipt of event 901 (Invoice Created). This event is generated by ARIA when an invoice is generated and posted in ARIA. The invoice consists of one or more invoice line items or credits. Invoice fees are also part of the process. The figure below shows the overall process.

Process Invoicing.jpg

 

When processing an invoice it goes through the following processing:

1)    The invoice created (1042) event is received by the "Process Invoice [DocmProcInvoice]" and then processed. The process retrieves all relevant information from ARIA via API calls. The information retrieved includes account details, billing group details, invoice line items, statement details, invoice details, etc. Details on the payment option under which the invoice is generated is also retrieved. 

2)    Once all information is ready, the sub flow "Produce Process AMPS XML [DocmProcAMPSXML]" is invoked to transform the invoice information into an Invoice XML document. When the invoice XML has been completed it is written to the "AMPS XML Statement Data" table as well as the "AMPS Invoice Details" and "AMPS Invoice Lines" tables. To ensure that the XML document is sent to the right partner for processing, information on the invoice is also written to the "AMPS Document Destination" table. The configuration of the payment option determines what partner to integrate with. 

3)    When the XML has been prepared, AMPS must in some circumstances also register a payment request in order to collect funds for the invoice. This is managed by the "Process AMPS Payment Request [PaymAMPSPayRequest]" is invoked to manage this collection process. The payment option determines whether to request the collection of funds, for example when using external payment gateways like MobilePay, VIPPS and SPID. Refer to the "High-level design for PAYM Payment Management" document for more details on the process after the request has been registered. 

As part of the daily batch processing the "Process Document [DocmProcDocuments]" is run. An instance is run for each destination configured for a client. Each instance performs the following processing.
 
1)    Based on a parameter the "Process Document [DocmProcDocuments]" retrieves all documents from the "AMPS Document Destination" table having the same destination as given in the parameter. The associated document from "AMPS XML Statement Data" table is also retrieved. 

2)    Based on the format required by the destination one of sub flows listed below is invoked to map the standard XML format into the format required by the end destination. 
       a.    "Process Document Integration – AMPS" – the document is sent to the external partner in the standard AMPS                  XML format for invoices. 
       b.    "Process Document Integration – OIOUBL" – the document is sent to the external partner in the OIOUBL                           format. The output format is mapped from the AMPS Standard XML. 
       c.    "Process Document Integration – OIOUBL" – the document is sent to the external partner in the OIOUBL                            format. The output format is mapped from the AMPS Standard XML. 

Each document found in the database is mapped to the appropriate format and output to a flat file. When output the invoice is marked as transferred in the "AMPS Document Destination" table.

3)    When all documents have been output to the flat file, the file is transferred to the SFTP server as designated in the batch job.
 

Credit Notes

To be finalized.

Dunning Notices

To be finalized.

Note: See "Interface and Integration Definitions for Document Management" for the API methods used for Document Management when integrating with AMPS.

 


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