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Electronic invoice sample for Operations

everyone and welcome to today's Dynamics 365 Tech talk electronic invoicing add-on for Dynamics 365. my name is Evan and I'll be your moderator today we are broadcasting this Web Conference through teams Live Events and the audio can be heard through your device speakers today's Web Conference is being recorded on behalf of the Microsoft Corporation and by participating in the session using Microsoft teams your name email address phone number and or title may be viewable by other session participants the recording will be available on the tech talks Community Dynamics page within five business days if you have questions for the presenters or need support please click on the Q a to panel located on the right side of your screen our presenters will be responding to your questions throughout the event and we will have some time at the end to speak to some questions verbally thank you for your patience during these announcements now let's get started presenting for us today from Microsoft we have Mark rolexki principal PM manager Gilberto onodera senior program manager in Ilia Contra tanko senior program manager Merrick over to you great thank you everyone welcome everybody and thank you for joining us for today's Tech talk my colleagues and I will spend the next hour talking taking you through explanations around the new electronic invoicing add-on for Dynamics 365. I will start with an overview of the market then our globalization strategy and short introduction to the add-on then we'll look into electronic invoicing process in Egypt through end-to-end demo from a business user view transitioning later to the section explaining in details all the aspects of the addon from the admin personal perspective after closing nodes and sharing some resources we shall get some time for questions and answers so let's start with electronic invoicing Market landscape overview electronic invoicing is an exchange of the invoice document between the seller party who provides goods or services and a buyer of those who receives an integrated electronic document this exchange can be done directly or with the involvement of third parties like authorities or designated agencies responsible for invoice registration and sometimes distribution why is electronic invoicing becoming so popular cios and CFOs of companies are looking for process Innovation and automation trying to increase operational efficiency reducing costs but the main driver is somewhere else tax authorities realized some time ago that tax evasion is a huge problem rough estimates show that it can be even up to one third of taxes collected globally authorities started using electronic invoicing as a powerful tool to fight against tax fraud what can be observed by introducing mandatory invoicing in countries with higher level of corruption or fraud first the patterns of implementing electronic invoicing globally are quite similar and the process starts from authorities usually and forcing electronic invoicing to fight tax evasion in b2g scenarios mainly focused on public sector and afterwards rolling rolling it into other type of businesses and operations we see these days electronic invoicing is required in one or another form in about 60 countries worldwide where this number is growing rapidly before jumping on the add-on let's take a quick look at our strategy Microsoft Dynamics globalization offering consists of three main pillars first out of the box white country and region coverage for dynamic 365 applications we cover legal requirements for 42 countries and regions with specific functionality that is translated into 47 languages we also cover Regulatory Compliance for all the supported countries and regions monitoring legislation changes in those countries to release functional updates required to address them we published the release plan through life cycle services to let our customers and partners discover them using issue search we also maintain regulatory alerting service at LCS where customers and partners after joining designated program can submit alerts and view state of those as alerts submitted by others our out of the box globalization functionality is complemented by isv localization Solutions published at appsource currently there is more than 50 localization Solutions available there and the number of those is constantly constantly growing finally our globalization functionality offers Innovative extensibility model through configurable tools and services no or low code extensibility is a real differentiator of our globalization offering using these tools power users or functional Consultants can extend existing and create new configurations to customize required functions in the most frequently changing functional areas we use those tools ourselves and the same tools are available for our customers and partners using configurable globalization customers and partners are extending existing functionality what resulted in a repository of thousands of configurations created already and used across more than 100 countries as we have seen in the first slide there is a lot of happening around electronic invoicing but what does Microsoft do in particular around the invoicing and what the electronic invoicing add-on is the answer is relatively simple leveraging existing configurable globalization tools like electronic reporting we enriched the portfolio of globalization services with a new one to extend electronic invoicing capabilities and processes for Dynamics 365 applications there were three main principles used by US while building the item the extensibility model uses configurations to create formats for electronic English transformation and configurable Integrations to enable document exchange via web services configurations are put all together with workflow definitions into packages to simplify the process of enabling scenarios and support the whole life cycle starting from creation through setting it up and maintenance up to sharing the source the other principle was consistency the electronic invoicing functionality has got a document audit Trail which is available for all the invoicing Solutions across countries and applications if the offered extensibility model is used in a proper way by isvc it provides a consistent end user experience regardless of whether functionality is built by Microsoft or an isv the whole complexity of using kit is completely taken away from an end user finally along with the add-on we provide more of everything in electronic increasing career we use the configurable globalization for creating new formats to enable invoicing new countries like Egypt but we also provide more export and import formats for existing ones those formats are accompanied by additional configurable Integrations both for previously available Solutions like those existing for Brazilian Brazil or Mexico as well as entirely new like for Egypt or Italy please mind that some of those will be coming post-general availability will take a closer look at the roadmap a bit later but for now I'd like to admit that the add-on is available for preview on 1007 peep release that was announced on 1st of February yesterday uh with having that set I will hand it over to Ilya who will show the demo illustrating end-to-end process for Egypt from business user perspective thank you Mark in the next part we will demonstrate how to generate and submit electronic invoices in each using electronic invoice and add-on we will give the introduction about Egyptian business scenario and how to run it in the system this demonstration assumes that the system is preliminally configured both path electronic invoices add-on and Dynamics 365 Finance the details on how to configure the system will be provided in The Following part of today's session one important warning about the demo the demonstration is pre-recorded and might have lower audio volume at your end please increase the volume ingly on your devices if necessary to avoid possible difficulties during listening is that said let's start electronic conversion in Egypt let me give you a quick overview a business scenario about Electronic University submission in Egypt first of all company who decides to use electronic language must be registered in Egyptian tax Authority additionally to registration number the company gets credentials and secrets which will allow to communicate food tax Authority electronic and washing portal Additionally the company needs to obtain security certificate for digital sign of outgoing file of electronic invoices the process starts with Microsoft Dynamics 365 Finance there are three types of business documents three types of invoices to each electronic is applied to places invoices based on sales orders free text invoices and project invoices the user creates and posts one of the same voice then starts submission process during submission process electronic conversion generates the electronic invoice file in Json format the format will be the same for all types of business documents and this formal is verdefined by Egyptian Authority up there this Json file is generated the electronic innocent add-on digitally signed it with the obtained certificate then this signed document will be submitted to tax Authority investment portal and validated the after successful validation tax Authority assign so-called uuid so we kind of official identification of each individual document and sends this uid back to that service then the service update back the Erp system and now let me show how it works in a live system first of all please make sure that electronic invoicing service is enabled for Dynamics 365 Finance to check it go to workspaces select feature management and among all the features find the feature responsible for this integration with an add-on integration we see that it is already enabled the web defines the invoicing add-on is enabled in general then we have to verify that is enabled for Egypt specifically to do this go to organization Administration electronic document parameters and on the features are you can see the list of all countries and Country specific processes currently supported by Microsoft it's fine in invoice employees and enable it it's already enabled now let's see how electronic input submissions working let's go to accounts receivable module and create a new sales folder select new select the customer select the warehouse and let's create a new order let's select this product and just properly set up to satisfy Egyptian requirements we have all the details and let's save this order and generate an invoice okay the invoice generated we can have a look at it when it was Journal yes we have this invoice posted let's remember its number to simplify submission and let's submit it to Egyptian Authority we need to go to organization Administration again and select submit electronic documents form okay make sure that resubmit document says no because it's used for resubmission of already submitted documents let's select our invoice we have just posted filtered we can run it immediately or schedule running in batch let's do it immediately you can see some alerts appeared yes operation is successfully completed and one document is submitted to see the details of the submission we should again go to augmentation Administration and select electronic document submission log okay and the last one is our electronic invoice if you want to inquire each details let's go to inquiries and select submission details here we can find the list of processed actions there's a lot of things to be separately discussed there will be a dedicated but how to set up all of these things but let me review only some of them the most important ones the first one the first action is responsible for generation of Json file of electronic invoice in Egyptian specific format we can view its content press view button and we can open the file okay it's open and we can see our invoice in Json format we have several blocks the information about the issuer the information about the receiver summary with Header information and then information about invoice lines we have only one line and some invoice totals then the second action is responsible for digital signing of this document then the protection is physical submission of the electronic invoice to Egyptian attack Authority then we receive response from tax Authority and in fact the submission consists of two steps the first steps is preliminary submission obtaining this so-called uuid number and then the attack on submission with this uuid number to receive the final response about this submission successful or not and if we select the Last Action and press U button again you can review a special file it's more or less technical but in general we can see here the total submission status is valid so submission was successful uh this uuid number which we obtain from Egyptian tax Authority is stored back in the system and we can verify it let's go to accounts receivable again and find this invoice we have just submitted fixing the invoice journal for the last sales order and if we scroll to the very right we can see this and with uuid number thing from X Authority and why it is important if we further on we want to adjust this invoice and you should Reddit node or whatever we have to make a reference to this officially obtained number that's pretty much it about submission of Egyptian invoices thank you for your attention okay now let's transition to the electronic invoicing add-on deep dive uh so the coverage of electronic invoice add-on extends to several countries the service is available for our countries but we are delivering specific configurations for those countries for now the configuration for those countries are in public preview and in our next release which is scheduled for April we plan to GA Egypt first and then gradually in the next release is we will start moving to the other countries from public preview to J just as Mike will talk later when it comes to the requirements for electronic invoicing each country has its own particularities nevertheless at a certain level they also have many requirements in common looking at the requirement perspective what does the electronic invoicing process have in common among different countries and regions so the electronic invoice must comply with the digital format specified by the government the electronic invoice fire extension also can vary between among PDF XML Json just like Ilya show or even texting in some countries the electronic invoice must be approved by a web services normally hosted by the government or by a party accredited for this purpose another con another common requirement is the application of a digital signature to assure that the identity of the electronic voice issue and the responsibility for storing in some countries is a duty of the electronic invoice issue to keep the electronic invoice file in case of future tax auditing so the electronic invoice electronic invoicing feature is a key is a key element in the electronic invoicing add-on it encapsulates all configurations required to fulfill the electronic invoice process it allows the configuration of electronic invoice formats it also allows the configuration of flow of actions which defines how the electronic invoice feature must behave it allows the configuration of the context which defines when certain invoicing features must be executed within electronic invoice add-on it allows the configuration of the invoice data extraction model in Dynamics 365 for submission of the invoice data to the electronic invoice add-on and it allows the configuration of the response update in Dynamics 365 because in some scenarios the status of invoice must be updated as a result of the processing of the electronic voicing add-on so while the electronic invoice add-on runs on the cloud the regulatory configuration serves RCs is the interface for configuration of invoicing features and the global repository is the place where all invoicing features are stored in RCS you can browse the global repository select and import an invoicing feature for usage you can configure your invoicing feature you can publish your invoicing feature to the global Repository and you can deploy the invoicing feature to your electronic invoice add-on it's throughout RCS that you can enter your Azure keyboard Secret in your blob storage secret that's because for electronic invoice add-on your digital certificates are managed and stored in Azure and all your data are stored in your Azure storage account none of your data are kept into the electronic invoice add-on database another important definition a configuration providers configuration providers are any organizations who publish key invoicing features into the global Repository Microsoft for example is a configuration provider we publish invoicing features in the global repository and you can browse them through RCS import to your RCS instance and use in same way in the same way a partner isv or a customer can publish invoicing features in the global repository and if you wish share among others organizations so let's take a quick look in the in the configuration in the interface for configuration of invoicing features so I have here a screenplay recorded so here I am on RCS RCS is the the portal where you have all your configurations and then let's start click on global features click on electronic invoice features so this is the page where you can manage all aspects of your invoicing feature you have you can select your configuration provider in the grid you can see all your invoicing features imported to your RCS instance inversions you can manage the version of your invoicing features in configuration setups and configurations you can see the file configurations of your invoice if you want to see the structure of the file you click on view and then you have access to the file format where you can see all the structure of your invoice file format on feature setups you can configure the setups of your feature this is the place where you define the action flow of your invoicing feature you can edit and then you have access to the configuration of flow of actions in this case is a very simple fold with one single actions and on the import you can browse the global repository explore select an invoicing feature and finally import into your RCS instance so so some of some of the usage of invoicing features uh some invoicing features they are ready to use it does not require further reconfiguration configuration you can simply use as is you can simply select your invoicing feature from from the repository import and once you import it's ready to be deployed to your electronic invoicing add-on others may require a less my configuration for example in some invoicing features some parameters are populated with a default value that's the case for example of the URL for the web services in the Brazilian invoicing feature in this case depending on on the state where you are in Brazil you can select you can modify this parameter and populate with another URL in other cases you may want to create a customized invoicing feature you may want to leverage the configuration from another invoicing feature in this case you can create a copy of the original feature which inherits all configuration artifacts and configurations of your original feature notice that you can choose from which provider you want to copy or you can copy your invoicing feature it can be either Microsoft or a partner isv or even other customer who have shared an invoicing feature with your organization so or if you need you can create a completely new invoicing feature from scratch in this case you can you have available the same tools from Electronic Reporting module to build your own configuration artifacts such as data model designer or format configuration designer for example depending on your requirements you can use the data model designer to customize an existing invoice data module or if you need you can create your own data model that fits into your invoicing requirements the same is valid for the format designer you can either customize an existing format extending the format provided by the provider as well you can create an entire new format configuration and when it comes to the flow of actions sorry you can also customize or create a new one in both options you have available a library of actions which allows you to customize or build your own flow of actions once all your invoicing features are saved into the global repository you can share the invoicing feature with an organization when you do this when you do that you are allowing this organization to import and use that particular invoicing feature you publish into the global Repository and you can do this throughout this share option button and if you want to stop sharing you have an option to share your invoicing feature so now let's take a look on some of the steps that need to be done to allow your RCS to connect to electronic invoice add-on your ICS must be configured to find the electronic invoice add-on in the web you have to enter the URLs for the services at this moment we have four different URLs which we which will be provided one for each Azure Asian geography where the electronic invoicing add-on will be will be deployed we have two Azure geographies in the United States and we have more two geographies in Europe so those uh the complete URLs they are available in the documentation of electronic device add-on available in Microsoft Docs so now now let's take a look on setup that you have to do on on the side of Dynamics 365 as Elia already shown you have to enable the feature in feature management second you have to enter in in Dynamics 365 the URL for the electronic invoice add-on and last you have to enable the electronic invoicing feature that you want to use in this case for example we are representing the invoicing feature for Egypt now how does the interface the the user experience the changes when uh the electronic invoice add-on is enabled so here we have three new forms available for the user available on this in the menu organization Administration uh we have one form for electronic invoice parameters and we have one form for submission and we have one form for visualization of the submission logs so the submission logs the form where you where three six where Dynamics 365 submits invoice data to the electronic voice addon can be run in two modes immediately where you simply enter your invoice numbers or you can schedule a big a job and run the submission process in background so then when you hit OK when you click ok then what happens when you submit invoices from Dynamics 365. in fact what Dynamics 36 365 sends to electronic invoice are add-on our invoice are business data that represents the invoice Dynamics 365 does not need to know to each part to which particular invoicing feature to send in order to process the submission that's because the business data incorporates on itself the attributes for doing this selection the electronic invoice add-on takes the responsibility to self-resolve which invoicing feature must process each received business data based on the context criteria defined in the invoicing feature here called applicability rules the invoicing feature matches the business data and determines the right feature setup for each submission request once the electronic invoice feature is determined the process the processing of the business data takes place the actions defined in the flow of actions configured on the feature setup are executed one by one and the files are generated by the electronic reported engine which reads the file format configuration and produces the output files in the cases where the communication with a web services is required the flow of action can apply a digital signature to the electronic invoice file and then initiate the communication with the web services the web sales's response are received and imported into the electronic invoice add-on and its contents are parted for last in the scenarios where Dynamics 365 needs to be updated with the response from the web services the invoicing features updates the response back in Dynamics 365. and then this is more details about the the page where you can view the details of the submission logs so here we have a breakdown of the execution logs each line on these grids represents one of the on one of the actions configured in the flow of actions and its status of completeness in the middle of the page you can see the results of each action in the action flow in this case the output is a file and then throughout these options you can download the file and view its contents and at the bottom you can see the final response from the web searches in this case it's representing the approval stamp from the government web services so now I will transition to the closing nodes thank you very much Alberto so as I promised earlier I would be providing some more insights into the roadmap and here we go so just in front of us in April 21 we plan to make generally available the add-on with all the coverage in Deep dive section capabilities all those are used to provide the globalization features and the first one that is coming with the add-on is a brand new solution for Egypt with configurable formats and integration to Egyptian tax Authority that has been disclosed in the 2021 release Wave 1 plan published back in January starting from July we plan to provide more country Solutions with additional capabilities just to name a few new export and import of Brazilian service fiscal document in abras format together with municipality integration or later on the Italian invoice in Factor API format with the new configurable integration to Italian Tax Administration please mind that it illustrates our current view of the release plans and it is subject to change without notice the more precise plans listing all the other countries will be published along the way in release notes next slide please yeah so let's summarize in the form of key takeaways that the benefits of the electronic increasing caddon configurable formats Integrations and packaging play and instrumental role in enabling no and low code extensibility of invoicing Solutions all those Solutions built by Microsoft isvs and partners will be offered with the same consistent experience regardless of the country or region they correct they correspond to and last but not least the add-on is coming with richer out of the box functionality consisting of new formats and Integrations provided by Microsoft before we go for q and a session if applicable I would like to share with you information about available resources there is a landing page which have been available for quite a while and at this moment it's being updated with the most recent changes so we expect the content updated appearing on Microsoft Dockside tonight and if you have any additional questions you'd like to provide some feedback or contact us directly there is a mailbox which you can see here so and ideas so we I encourage everyone to send an inquiry using that Channel or we have also devoted to electronic invoicing Yammer Channel but for the Yammer group it's important to mention that despite it's already open for public preview it's still available under Insider and pip group members so you would need to sign up first so with having that set yeah we can spend some time on questions and answers I saw few of those already coming and already answered in in public but let's review what else we would come come up with there is a question I will see applicability rules be extensible or configurable so that there is not really tight with the legal entity uh here uh driver the demonstrated some examples and some pictures in the slides are related to applicability rules but I will explain a bit more here the thing that we are bringing functionality that allows everybody customers who will be using this services at dawn to configure it the way that it will cover much while their scenarios and besides just to adding or removing some existing applicability rules that we are giving out of the box in our features that we provide you can add any type of information there and any data from FN door and how it works now you need on F and those site to set up so called we call that context where you can put any Fields with any data and this part is fully configurable that you want to consider as some type of context of the document example is you can say that this document is generated in the particular legal entity for the particular document type and you send this document to the service to invoicing a Dom investing based on applicability rules and you can set up the it can decide what feature should be picked and executed for the document with this context as I mentioned as soon as this context is extensible and you can bring any data such scenarios like sending document to the group of customers or to particular customer can all also easily be set up without any single line of code just configuring on F on those side and on Adobe size yeah thanks thanks a lot Dimitri so that that was a good answer so I see another question does the add-on need 10 or 17 version so we have been running uh private and public preview for quite a while on earlier versions but in order to use the add-on with the current available capabilities yeah in a version that we plan to make generally available it requires 10017 version so while we are reviewing questions which are still appearing I have a few questions collected from the previous session and I would look into those as well so um is the addon available in Tier 1 environment so that's a quite common question yeah and since the addon uses the common Microsoft microservices platform which does not provide that possibility uh it's necessary to use at least D2 environment to enable the add-on through lifecycle services yeah so question from this session in module of customer there is an option of electronic invoices what is this option for so in general electronic invoices or electronic invoicing is not completely new to Dynamics 365. so in Dynamic 365 finance and supply chain and so on there was possibility to use electronic reporting configurations and after setting up the system in accounts receivable exactly to enable the process to export posted invoices into electronic form so there wasn't anything in regards to transportation of those created documents in fndo but the the option is there and will remain there for sure for for quite a while okay so let me review the questions from the previous session uh I think that this one might be interesting for participants what will the licensing model look like from this feature so licensing and pricing for the electronic invoicing add-on has not been yet determined and will be disclosed publicly about 30 days ahead of GA which is currently targeting uh April 2021 thank you so there was um at least several questions regarding possible ways of handing attachments how how the invoice attachments files are handled in the solution whether the SharePoint server is needed when embedding PDF files into XML file and so on so in order to address that electronic invoice attachments are handled as embedded binary data in XML elements or SharePoint server is not needed for embedding PDF files but the attachment must be stored in fndo document management system before right and the same applies to this scenario when we are considering incoming vendor vendor invoice and so those binary elements PDF files or whatever type of other attachments uh would be saved to the DMS table tables okay so there is a question when is the plan to onboard other Azure regions like UK so actually and that's something what we are reviewing and um will be making that information available soon so Dimitri if you have any most up-to-date as of today information please share yes our plan is to watch a consumption of the service and uh taking into account interest from the partners and customers from different regions uh start deploying the technically they are not limited right now to deploy to for example UK region and some other regions yes but we have a decision to deploy that step by step yes and as it is mentioned in the documentation and in the slides that we are starting with some some U.S regions and European regions uh so if you consider the trans is something that you will be looking into and it's important so for you now please contact us and we will discuss uh deployment to your region you see so one more question I believe that to some extent it was at least partially addressed so the question is about other type of documents so if we create a new document through through this will the framework be able to deliver the document to the customer and whether the Microsoft plan to include other documents and then invoice in the nearest Future so uh the add-on has been created with primary goal of electronic invoice exchange and that exchange um is configurable as we already described yeah so it depends what would be available on the customer side or on the recipient side whether it is whether the document is whether it is possible to send the document directly to a customer or like you know through any other intermediary in order to transport and to end the document between the parties so regarding the documents other than invoices currently there is no plan to extend the coverage with other type of doors out of the box as of now however we are collecting feedback and we will be shaping our future Investments ingly so I believe that everyone has already understood that the feature is using Electronic Reporting designer through RCS so it is flexible and configurable enough to handle any type of documents including custom tables data sources so then even that means that even if something is not provided out of the box from Microsoft then uh it's uh it's possible to be created by even power user without necessity of involving developer so one more I see the question regarding ability to attach the pdf version of the invoice as embedded document so as I said before yes so with assumption and as a prerequisite of having that PDF document um uh saved in document management system on fndo site then it is possible to export it along with the other business data sent to the service which would using configurations there right transformed that in in a in an expected right or desired form okay I don't see more questions coming so with that I will be handing off back to you even thank you very much all for attending this session perfect thank you Merrick we would like to get your feedback on today's session I've posted a link to a short survey in the Q a panel we value your feedback and welcome your input on how we did today and what you would like to see in future sessions that survey scores on a scale from one to five with five being the highest score possible and we thank you for your participation in that as a reminder the recording of today's session will be available on the tech talks Community Dynamics page within five business days I'd like to extend a big thank you to our presenters and a thank you to our audience for logging in and joining us today please stay safe and have a great rest of your day or evening wherever you are goodbye