Create and Manage Your Express Invoice for Teams Effortlessly

Express invoice for teams

hello everyone thank you so much for joining this is Mike from dynamic point today we'll be going through automating a PE invoices with Microsoft teams we'll give it another minute or so here just till we reach the top of the hour and then go ahead and get started will be a quick session so we'll move fast we'll give it one more minute thank you again for joining you you you okay looks like my clock here is saying top of the hour so we'll go ahead and get started keep things on schedule again thank you everyone for taking the time out of your day today's subject matter or I should say topic is on mating ap invoices using Microsoft teams my name is Mike Marcin I'm the director of business development for dynamic point I'm as far as our agenda today we just have a few slides to go through to sort of set the context of what it is that we'll be discussing today and then we'll go directly into the demonstration of how we're going to automate ap invoices using teams it's really quick introduction of who dynamic point is we're a software company that has been in business for 11 years now and our focus has been extending the reach of erp and crm systems using office 365 obviously office 365 hasn't been around for that long so our history takes us from a SharePoint foundation back in SharePoint 2010 and the previous other versions that followed it we used to develop SharePoint products for on-premise SharePoint and in about five years ago we rewrote all of our applications on this office 365 framework so all of our products have been recreated for this new framework namely office 365 so even though we've been around for a little bit our products are using the latest and greatest of technology so that is brief history on who we are as far as our product lineup we have a portal application that allows sharing data from your ERP or CRM system on a office 365 SharePoint extract and that same product can be used for enabling a customer vendor or employee portal it could actually do all of those with the same product and it is basically using this office 365 SharePoint and or extranet idea and adding to that the collaboration of data from your ERP or CRM product we also have an employee expense application that takes expense entry receipt capture and workflow as well as ERP integration today's focus is this Center one the AP easy AP 365 which is our invoice automation product built entirely on office 365 again today we'll be showcasing that from a Microsoft team's perspective so we're going to go through each step of this workflow the invoice receipt workflow OCR ap management in the ERP integration directly from Microsoft team's just a little bit about our product - Pro and sort of what makes us different we're fairly unique in the marketplace and that we are entirely built on this office 365 platform so the analogy I like to use is if you think about a app that you on your mobile phone the first thing that happens is when you that application on your mobile phone it asks if you could use all these features of your mobile device can I use the camera can I use such things as location services etc so there's all these various aspects that your product is using on the mobile platform and we do that same thing but we're obviously not using an Android or iPhone platform we're using office 365 so we're leveraging this ecosystem to basically provide all this functionality with our product so in a case of invoice automation we are developing our own products that are installed as a SharePoint app so there's no installation in the traditional sense we're not installing it on a server or anything of that nature but it is added to your office 365 environment as an app for workflow we're using power Atome which is Microsoft's workflow tool previously called flow for such things as you know for the invoice world check request forms and things we're trying to capture specific data in a mobile or tablet or computer you know browser basis we're using power apps for gathering additional details such things as like vendor onboarding forms raising forms and lastly for analytics we're using power bi so we're using every element of this framework to provide our applications functionality that we don't have to build which is the benefit and it's usually all features that our customers already own because it comes with their office 365 subscription okay now to discuss the invoice automation process that we are going to be reviewing from Microsoft teams basically there's three steps involved in this process the first step is this invoice receipt and that is us getting the invoice from a vendor in this case into the system and we have different methods we have email we have a check request form this is more geared towards internal users submitting this invoice we have a mobile upload capability we have a portal site that you could enter it from etc and today of course we'll be looking at this specifically from teams as well as the ability to upload that invoice to teams so those are the various methods that are going into this invoice library and this is the first step right so the first step is we're capturing that receipt from a various submission method from a vendor of course it could be submitted either internally or based on external users in the case of the vendor themselves and that prepares us for this next step this next step is processing the processing step will take us through the account assignment OCR as well as workflow review and approval matching of this with the vendor specific details pio matching if applicable if you're doing POS within your erp product and that prepares us for the third and final step which is bringing that invoice into the accounting system that is where we call the web services of the accounting system and we call those web services and create this invoice depending on whether or not its appeal match or a miscellaneous invoice that's not related to appeal if you're not doing purchasing within your ERP product so those are the steps we're going to go through today using teens so enough of the introduction we can jump right into it and open up Microsoft teams so here's my team's channel that I've set up just called it general invoice automation the sake of simplicity I have various tabs going across the top here that represent prynt phases or steps in the process of invoice animation and those steps are corresponding to the three that I just introduced the first one being receipt of which we could show different methods of uploading it the second step in the processing of it and then the third and final step being integration of that invoice with the ERP product as they approved and then all the accounts assigned etc to that invoice so let's hit the first tab here I have an AP processing dashboard and this or the hard part of going through this from my perspective is I'm going to sort of cover different roles in this processing demo here so I'm gonna cover you know not only from a ap person managing this process but as well as a submission or a submitter I should say of an invoice as well as a reviewer so I'm really going to cover different facets of the invoice automation and because of that I'm playing different roles so it may get a little bit confusing but I'll try to call out which role I'm playing before I go into it so the dashboard is really available for all roles the dashboard is provided by our product and the various calls the action you see here correspond to those steps in the invoice automation process so I see the received invoices those are the those are the invoices that are coming from the vendors and coming into the system so it's sort of the inbound folder if you will I see the processing queue of those that I am processing from a review perspective and a count assignment as well as vendor and then the last one is those that have already integrated with the ERP product if I scroll down and have a simple power bi report here showing the unapproved invoices by vendor total so basically that is using the data within our system to create a simple power bi report showing those vendors that have the most invoices outstanding as well as an aging of the invoices in the system so again using office 365 technology all that is very configurable not necessarily a proprietary to us we're using those tools in conjunction with our product okay so we're gonna go through the various steps so we're gonna start on the first one being receiving of the invoice now most commonly the invoice is coming in directly from the vendor and it's probably coming in via email or maybe paper and then it's being scanned there's also a use case for this distributed in buying environment where people within the field like managers etc are also submitting those invoices so we're going to talk about that first so I'm going to go to my submit invoice tab again the call out what this is this is the SharePoint app that is included with teams just looking at a specific document library that I have as being that inbound folder for all invoices coming into the system and you can see here I have a separate folder called uploaded from teams you don't have to have a separate folder I created a separate one just for the sake of having a separate workflow on it just purely for the use in this demonstration but there's no need obviously I could have them organized however I want separate folders are just a single folder that everyone can submit invoices into so I can drag-and-drop folders our files here are invoices or just click my upload button I'm going to go ahead and pick an invoice and simply upload it and you can see here it's been uploaded of course I could click on that see the invoice I just submitted from the Acme corporation so you know that in itself is probably not impressive I just uploaded an invoice to a document library what is interesting what's going on in the background now this invoice is actually being submitted to an OCR process to recognize fields or extrapolate data from that invoice and the easiest way to do that is go ahead and open it up within the SharePoint interface because I could hit refresh here a bunch of times there we go we got it so what you can see there is the OCR process returned metadata that has been extrapolated from this invoice so just purely by me uploading it again there's the simple invoice it was submitted to an OCR process that then recognized various data and that was mapped obviously from the OCR tool and that information was then populated back into this library so I was able to capture myself as the submitter the company name based off of my domain here I have a standard subject just employ submitted from teams got the invoice number the amount the date as well as this key here which was assigned this key was assigned by my email and it's going to be used to apply a template in our application so I currently have the template setup based on the email submitter or the company I'm you don't have to have that but I will go into that a little bit later when we go look at the invoice after it's been created in our product as well as brought in to the accounts and other financial elements that we'll need prior to integrating this invoice so as you noticed it disappeared the reason it disappeared is that it went on to the next step the processing step so we will go back to teams because that's of course where our demo is and that was just again an upload right so again we're focusing on this first step of how do I get this invoice into the library other methods again this more common typically what we see of course it's not originating from team so it's sort of going against our theme of today I'm but a vendor could again submit this invoice directly from an email to a shared and box so this is going to ap automation at dynamic point comm and if I were to go ahead and send my email I'll set aside teams for one second and then I go to my received invoices you can see here I'm going to receive a new one come in within a second or so you and a lot of it quick for it once I Paradis it's done wandering front in consulting invoice I apologize so this is the one that was received so again that came in from the email and we again submitted it to OCR and extrapolated data on the invoice itself so again just another method of doing it coming from an email if I like the idea of using teams but I wanted to capture more specifics on the invoice itself we could have a more regiment process if you will of a check request form I mentioned we do use power amps for various applications this is a simple power app in which I could also submit that invoice so I can in say material for so this is actually developed for one of our customers that's a farm and they wanted to submit these various invoices but they wanted a user who's submitting it to code at the different things such as the crop the farm etc and these attributes that you could see are not only capturing things that will ultimately be used from a workflow perspective but they're also assigning various GL accounts and other underlying financial objects that exist within the ERP system so this different is a little bit different method than the simple upload because I'm asking the user to complete details that I could then use so it's similar than that the end user is still submitting the invoice the difference being that I could capture more details during the submission than just simple upload so maybe I don't have to rely so heavily on OCR being required so was the submission process again I could access that same thing from my dashboard here and go into those received invoices but we will go ahead and now move to the next step which is the processing of the invoices the processing of the invoices is going to entail some various financial specifics it looks like it times out I mean I apologize let me go ahead and refresh ok there we go so this is the invoice that just got created based off of the one that I uploaded and I know it just got created because it has the status of auto created here the vendor was assigned based on the email or my user I should say that I submitted it from and then I was able to extrapolate additional details from the OCR process so I was able to get the amount the date the invoice number etc the financial accounts that you're seen defaulted here actually came from a template that I have configured in the system now if this is a peel match there would be no accounts because I'd be matching at the purchase order items and there's you know we don't have time to go through peel match today so we're just focused on a non peel invoice and in this case like I said I had the accounts default based on a template in the system there's no necessity to default these accounts they could be assigned as part of a workflow process as well as an admin but in this case I'd defined them based on a template so I could edit them here if I want to and I'm sorry I forgot to introduce now at this point I'm typically a ap manager who's managing the invoices so changing hats a little bit on you at the previous step of the submission of course was most likely a manager submitting that invoice into the system the email was most likely coming from a vendor and now I'm putting it on a different hat here and being an AP person who's managing the flow of these through the workflow as well as the account assignment so the account here is coming from a [Music] concatenation of drop-down fields that we call categories so you can see the account here is actually changing based on when I pick different categories your account could be based off of these categories as well as assigned directly so again mine came from a template now that I have this invoice in our system it's been captured I could look at such things as the details here that was the description swallows notes and audits at cetera the audits are gonna be pretty simple because there hasn't been any workflow kicked off yet it's just a creation of the invoice but we're going to do just that we're gonna kick it off for the workflow process which is going to submit this invoice for a review so again we're on that second step that I first introduced the processing of the invoice so we'll go ahead and click Submit see I receive the confirmation that workflow was submitted on that correctly I am going to do one more - by the way just so we have a couple look at and then for the sake of this I'm going to make the invoice number different on it so I'll go ahead and put 623 something like that and I'll change the date on it as well just to make it unique just so I have a couple going through the process we'll go ahead and as well hi so what that did is kick off a workflow and it's gonna assign me tasks to review and approve again the theme of today is doing this all from teams so I actually will get emails notifying me of these approval steps as well as a notification on my mobile phone but today's theme we're just looking at it from the team's perspective so I'm gonna open up the power automate app otherwise known as flow from the team's interface and my user should have new tasks that just got assigned to them so again I'm changing hats on you I'm taking the AP automation hat off and putting on the in reviewer so we're covering all aspects of this invoice review process today across the various people of the company so you can see here's the two that I just submitted so I have a assigned to me and from this interface I can approve it reject it reassign it as well as click this review link we could also actually attach the invoice directly to this task as well but if I drill back to the application I get the opportunity to do bit a little bit more and what happens when I drill back to the application is we actually applied permissions of this user to determine whether or not they have edit rights to the invoice so a reviewer can actually edit this invoice as it's going through a review process so that's why you see that so if this was an appeal match I could go in here and edit behind line items pertaining to appeal match since it's not a peel match I could edit these items as they pertain to the account assignment I'll also see the audits again the audits are each step in the workflow process so this is the one I just kicked off for workflow so you can see it started an approval as well as notes notes are those entered by the reviewers there hasn't been any notes entered at this point in time and of course I could see the attachment itself the invoice that got created so we are going to go back to our friend teams and say that this invoice looks good and I'm going to go ahead and approve it directly from the team zone and I'm going to go back to my channel in teams and go to my process - bored so which should happen here is it'll be out of my view but if I clear my filter here I could see I have these new invoices - just got submitted so here was the one that I altered the date on so I could easily identify it and you can see the status is submitted and what that means is the invoice has been submitted to the ERP product so if I were to expand this and sort of look at the details and what's changed the notes that I entered of course got captured right so those were the notes that were entered by my user dynamic point demo this invoice looks good as well as the date and time stamp the audits have each step of the review process so here's each step of the review process that it went through who took action on it whether or not it was approved or rejected as well as you see a permissions tab so this dashboard is dynamic actually based on who's logged into the system so it only shows the invoices that I either submitted or I'm a reviewer of so that's where the permissions come into play on each of these I'm only seeing those that I reviewed from a managerial perspective or submitted in the last tap you see here is the ERP details now we integrate with various ERP products because we're using the standard integration methodology this happens to be Microsoft Dynamics but you can see here this is the transaction that got created as well as the state of that transaction of course for the various ERP products this would show the ERP that it got integrated with as well as the transaction that ultimately got created when that final step in the approval process was complete so that has now walked through the approval process and then ultimately integrated with the ERP so unfortunately I can't go too much into the ERP integration today I'm just because I don't have time to cover all of the products that we do integrate with but note that we do put the details back obviously from the invoice perspective in our dashboard you see them there as well as we do include a link back to that invoice after it gets integrated with the ERP product so if I were to go back to my slides really quick and just recap so that was the receipt so the receipt I uploaded from teams I send an email as well so we showed both of those as well as should the check request the check request was the power app form that allowed me to define drop down value such that managers can now help me with a count assignment we went through the processing those CRM results were returned to the library so when it got added to the SharePoint library got submitted to a SharePoint compliant OCR process that returned the values for that invoice and then it came into our application and applied a template I submitted it for workflow which routed it for an approval process which I reviewed and approved from teams and then the last step is we saw it after it was integrated I'm the invoice was in a read-only fashion and we included the details of the invoice after it got created in the ERP product so those were the steps we went through I'm just a recap of why we do this approach our goal here from a company is that we are providing all of the functionality that you could ever hope for from an invoice automation perspective which includes the ERP integration invoice repository obviously from a SharePoint perspective like diversion versioning and all kinds of various tools from a document management perspective the workflow as well as OCR the benefit of our approach is we get to focus really on one slice of this pie because the rest of it is being provided to us from office three six d 5 everything else here a sharepoint Microsoft flow the OCR integration is being provided to us by office 365 as well as this ecosystem and we get to focus specifically on making our products integrates with various ERP products as well as you know the vendor templates and the functionality that's sort of core to that aspect of the process so keep it moving I know we're almost out of time here and one final slide here thank you very much for joining if you do have any questions submit them at info at dynamic point comm I see some have submitted into questions for the chat I will email you a response if that's okay on those just to keep this on time for everyone's sake because I know we're coming up on the half hour mark our website is dynamic point comm you could actually schedule a demonstration directly from there as well I mean my email is here too so in mrsa net dynamic point comm so I hope you found it valuable thank you everyone for taking the time out of your day and again the questions that have been submitted on the GoToMeeting menu or functionality go to webinar I'm sorry I will go ahead and reply to those the email just to keep this that time so thank you all for joining have a great day and please stay safe and stay healthy thank you