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Invoice handling for enterprises

[Music] welcome to accounts payable training for business central and nav users amanda here from marketing and i'm joined by the wonderful lens smith hour is a central expert so she's going to walk you through how to effectively manage your accounts payable tasks uh heading over to you lynn thanks amanda and welcome everyone to our accounts payable training for dynamics 365 business central or bc as we affectionately refer to it as so what we're going to do today is i've taken the role the accounts payable role and i've broken it down into different areas or different functions so what i'm going to show you is basically setting up and managing your vendors we're going to be looking at processing some transactions in relation to your role as an accounts payable person we're then going to look at how we can make sure that you pay on time we'll look at what we can do through outlook now not many people may be looking using outlaw but i'll just show you what you can do with your vendors and we're just going to have a quick look at the reports i mean i'm just going to touch base on ap automation so to start with i'm going to go and have a look at vendors and how we can set them up so when it comes to setting up vendors we're obviously going to look at vendor templates that's something you may want to use just all the important fields that you would need not only for your role but also for the functionality in the rest of the system and again we're just going to have a look at how you can quickly update your vendors and also look at some of the vendor statistics so let's go and have a look at that so to start with you can use what we would call vendor templates so if i just go up to here so vendor templates are pretty useful when you've got common vendors that you're trying to always create and and you need to always have the default set out so if i just have a look at my blank vendor card um i mean it says i'll go to that one let's go to the next one here so this is for a cash payment vendor so again you can basically set up um what the description is you know is it running off a particular series in my case all my vendors will always be from au so i'm always going to by default have a you populated i could say well how do i want to send my documents out so i always want to use email and therefore i can set this up as a default and again all my posting groups i can set my posting groups up as default as well and then again if there was something like payment terms because this was actually a template for a cash vendor i can always do the term payment terms code so in this case i'm always going to have the cod there so you can just drop down and choose um this is cash on delivery and then i've also got my payment cash mode method sorry payment method code in this case well this is for a cash cash supplier that i would be paying so by default when i set up a new vendor i will always have that template in place for someone who's cash which could be slightly different to someone where it would be a business to business or bank so if i come in and have a look at this one you'll see that the defaults are going to be slightly different and they're just going to be different down here on the payment terms but at least i don't have to keep filling out this information every time i create a new vendor so what you would do is if you are going to create a new vendor you would obviously come into here into vendors and then you can actually go new and then pick up one of those particular um templates and then i can go into okay and again all the defaults will automatically be there for me as you can see if i scroll down into my payment methods you can see all that information was already set there and all i had and also my posting group so everything that i had as a default will come through there's my au as well so that's all come through as a default just allowing me to basically finish off and put the information that i need to put in i'm actually just going to come out of there but now i need that one alone and i'm actually going to just concentrate on a vendor that i've already set up so i'm going to actually use one here called fabricam so again once you've got your screen open you obviously put in this vendor's name um again this is if i had this set as a default i could update that at any point in time i can um again there's a useful field here that you can put vendors on hold so basically you can still purchase them but you won't actually allow anyone to process any payment or you could actually block that vendor altogether so basically means nobody can raise a purchase order or purchase invoice or anything along those lines or you may allow the purchasing still to go ahead but we're not actually going to be paying them until obviously we sort out any issues that we may have with them you have your address details so this will obviously be the invoice address that you will be sending your remittances to and again don't forget you've got your contacts as well so again if you've got more contacts in the company so rather than the um payroll uh sorry the the person that you are dealing with you can actually add in more people such as the accountants and all the rest of it i think one of the other fields we've got here is our purchaser code so again this is where you can set up the default buyer if you wanted to in that case that would just flow through to all the documents that you would be raising let's say you have got your billing address along this line you've got your contacts and the other one that is quite important if this is a supply where you're purchasing from from overseas you may also just want to put the currency that you will maintain their accounting so in my case i could actually make it us dollars if i wanted to so i would just come in and put in usd or leave it and it will obviously transact in the basic currency which will be australian dollars don't forget we've also got our posting groups so the vendor posting group is basically telling me which control account it's going to go to in my balance sheet and obviously along the side will be any purchase expenses that's going to be applicable and whether there's going to be any gst at all along that side um raising when you're purchasing you know i'll be putting gst on onto the supply purchase order or onto the purchase invoice again you may want to record their ebn i'm not sure if anybody actually handles withholding tax but that will can be taken care of in the system but generally speaking um we would just use the abn number in there um we've also got down here as i mentioned your payment terms payment method also bank accounts so again if your supplier has got different bank accounts that you can pay into you can actually set those up with the different details as you can see and then you can just choose one as the main default bank account so that when you're creating the payment and creating an eft file it will use those banking details so one i've also got here my payment terms which is basically i've got to pay that particular vendor within one month and i get eight percent discount if i pay before the due date you've also got a cash flow payment terms code so if any of you are looking at doing cash flow forecasting in the system sometimes well even though you may have to or there's an agreement you pay within one month from a cash flow reporting you know you only pay it in 60 days so you can actually use 60 days for the cash flow or you can actually bring it right forward and go you know what from a cash flow point of view let me set it to seven days and i think the only other thing we need to do on the vendor record is basically if you have location code every time that you raise a purchase order for the supplier it will use that location code the location code remembers your warehouse code that basically will use that as a default every time you're raising your po so well it may not be of any use to you accounts payable it certainly might make things easier for those who are raising the purchase order and again the shipment method as well if all this information is is used especially if it's a foreign vendor it might be useful to hold this information just making the guys who do the purchase ordering a little bit easier and again the other one that they would most probably use is the lead time calculation so instead of populating every single item in your system with the lead time you can say every time i order something from fabrikam it normally takes one month to get here so we've got just one place to maintain rather than thousands of particular items and there's also another one here called over receipting code and again it's not really with the accounts payroll but more for those on the purchasing side but if you are maintaining these records um it's really good to have an option here where you can allow them to receive up to over 10 of the quantity ordered so if they've ordered 10 in this case we will allow 11 to be receipted without any questions being asked and again if you're using the micro channel banking extension there will be extra information you may need to recall down here whether you're doing efts or b payments and obviously the bpay biller code and the bpay reference number for this particular vendor and the same with the eft lodgement site so some of you will get to see this section some of you won't just depends on whether you have actually got that extension and using it the other thing that some people will sometimes use is dimensions i find a lot of people do not use dimensions on the actual vendors more on the items on the customers but if you wanted to you could also use your dimensions at this point too so once you've actually started using your vendor in background the system is creating a whole lot of statistics and it's a page that most people don't really go to or not aware that it's there if you go to vendor then go into statistics you can see there's my balance there's my outstanding orders amount to receive not invoice so it's giving you a whole lot of stats there and again what it's showing me this period for march and this year then what did i do last year and to date so it's just giving you some stats so you can see what you spent with the vendor last year as opposed to what you're spending this particular period all this whole year all together so you can see this yeah i spent 31 000 but last year i spent a total of 98 000 as well the other useful thing on the vendor card is under navigate we've also got document layouts so if you've got your different layouts and you're sending them out to different people so my purchase order i can choose the layout that i'm using for this particular vendor so i may have a foreign purchase order as opposed to a local vendor layout in that case i can actually choose them here in the custom description and again i can actually say well who do i normally send my purchase orders to in this case it would be the buyer but when i send the remittance i will most probably send that to someone in accounts payable team in that case i will go to select from contacts pick up the right contact so in this case i'll just pick up crystal and her email address will go into there so don't forget you can have different layouts and you can also by default choose the different people who will receive that particular document obviously when you're doing your send by profile so up here when i was talking about my document sending with profile i've synced one up with email the documents but with prompt just in case i want to add anybody extra into there if my details are correct i can actually do it email documents with no prompt and then don't forget um on all these screens you you've got your fact box so again i can have the information as i go on to the different vendors the fact box will obviously change with all the details and again when i drill into the actual vendor itself i've also got the fak box coming up there too all right so that's just a bit of information around setting up your vendors and the information that you need to hold and don't forget there's also all the priceless now for some of you the pricing method has changed within bc within the last couple of releases so you will have slightly different views depending whether you've turned on the new feature and if you have turned it on it will take everything over but again if you're not sure on this or whether it's happen um get to speak to your account manager and they can get in touch with your consultant and and take you through this but you can have like default prices you can have prices that are particular to a particular vendor and at the same time i can go in and see what discounts i may or may not get from a vendor based on a certain item group or individual items so again if you're not sure about this new pricing feature get hold of the account manager who can then talk to your consultant and send that out for you so let's go and have a look so here i'm going to have a quick look and we're going to just look at processing some transactions so generally speaking when you're the buyers will actually raise all the purchase orders based on what they need to get in the way of stock but sometimes you may need to raise a purchase order for services um your photocopier may break down or you may need to order more inc and it might be a policy within the company to actually raise a purchase order and i'll take you through to the invoice side we'll also have a quick look at workflow approvals and then something else called item charges so if i have a quick look and i've erased these documents up front just for processing time again please note i am using the business manager role so my layout may look different to you some of you may be using the accountant's payroll in which case what you'll see on your screen will be slightly different to me um but right now as you see i am using the business manager role so let's go in and have a look at my outstanding purchase orders and i'm just going to look for 104 which is one i've already preset so this is my office supplies company and again this is where i was talking about that you may need to raise as a procedure within the company where you would have to raise purchase orders for everything if you are ordering in this case i have arranged a cleaning contract with my office supplies so i have two choices here i can either choose gl account pick up my gl account which is my cleaning account and i've actually just displayed the second description and i put cleaning contract 2022 and obviously i've put the full amount in there and don't forget if you are using dimensions all the dimension fields will actually come through as well the other thing is if you don't want people accessing directly to gl accounts and putting things in the wrong place you could have set up items so in this case i've got 1011 which is an item called stationery and again i'm ordering photo paper for the photocopier so i just turn on the fact box and i scroll down i'm getting to the line details section here so whichever line i'm on as you can see the details here would change if i was to click on there it would take me straight through to my gl account hopefully i'm not doing that today so let's go back down to the item and if i draw into the number 101 one that should open with my item and it has so here i've set up a non inventory or what i would call a service item card so basically i'm not tracking um [Music] inventory as such so i'm just doing a service but what you would need to do to use these things is actually set up a general product posting group and obviously you're going to have the gst product posting group but generally this one here the services product hosting group and then what that will then allow you to do is instead of somebody coming along and guessing where stationary has to go to by using that general product posting group you can point it directly to the correct gl accounts so if you're not raising the purchase order but you're leaving it to someone else to do and you don't trust them to pick up the right gl account you can create what we would call a non-inventory or a service item code but you would then have to on that and i'll just go back into it and show it to you on the general product posting group you would have to have one here called stationary and point it directly to the station the account so once i have got this particular invoice in obviously i've done the contract the paper for the photocopier has arrived all you would need to do is put in the vendor's invoice number post post it through and receive an invoice and that will go through and post it to the gl and close out the purchase order so that's the purchase order gone um again on your side what you would most probably be looking at he's looking at purchase orders and now the stock may have come into the system the guys in the warehouse have done the receipt you now get the invoice and it's now there for you to process the actual suppliers invoice so again i have also got on here i have a filter button and you can actually choose in here i just show me all the vendors or the ones where i have a mount received not invoice i can set up a default view if i wanted to to say well just show me the ones where they've received and not invoice you know i don't really want to be looking at these particular purchase orders down here because they haven't come in yet but these ones i may have or again you can actually just click on the heading and it will sort it out and here are all the invoices i'm just actually going to look for a particular one that i have set up so let's go 106.003 so here it is worldwide importers and all you would need to do is come through once um the stuff has been received come through obviously match up the invoice checking all the quantities checking all the items checking all the invoice documents and once you're happy with all of that enter the invoice number and then all you would need to do from there is obviously post post the suppliers invoice but it's just a case of using your filtering buttons as i said you can filter out and i can then do another one where i can say it's an order and where the amount received invoice is greater than and i can then filter than that and then it will just show me all the ones where i've got um ready to be invoiced so that's one way you can do it the other one i've got here is my workflow templates um what we find a lot on the purchasing side is basically people will ask well we only want certain people to approve documents and any other certain values so business central comes up with a whole lot of workflow templates and in here we can see these are the default ones and all we would need to do is basically pick these up go new and create a new workflow flow from the template i've already done that with some of them so these are the ones that i've now created for my system and here's what i'm going to look at so this is when the purchase order release approval is over 500 so again you may be approving them it may also go for not only approval at the purchase order stage but also at the invoice stage so if we have a look at this one here and i'll just work through this one which is approval purchasing waste with approval workflow for anything over five hundred dollars so basically we would come in and we say well if it's an invoice and it's open and the amount is greater than five hundred dollars then what's going to happen we'll add a record restriction so the other restriction would actually be um add the restrictions set the document status to pending and then send it off for approval well who's it going to go to so in my case i've got a workflow user group and the workflow user group i've got is ap invoice so what you would do is you'll set up all these different approval groups based on authority and their mounts and if i actually go in and edit this one you can see that basically anything over 500 has to come to me for approval but i have another workflow user group but this is for purchases so basically if purchase orders were over a certain value um it would actually go to melanie then it would come to simon would come to me and you can also do this on the sales side as well so obviously i've got a few sales approval processes in place and these would be the people i would actually use so we can actually set up those different groups and apply them we can also use what we would call an approver and using an approved user chain as well so let me just go in and have a look at my approver user chains um yes approval user setup and again so if christy places an order i'm the approver but i can only go up to a thousand dollars um if i play something then melanie has to approve it and she can go up to two thousand dollars if melanie places anything it then will go to simon and he's actually got unlimited and again when we're sending out notifications how do we send them out we send them out by email and therefore people can get their notifications um that they've got something to actually approve so in my case i've obviously done a few and in my case i've got these ones here where i've got requests sent approval i've done quite a few purchase orders they're over 500 so they're all sitting with someone and i can see well some are sitting with melanie some are sitting with simon and again if um i sent the notification by email what will happen is if you have a look here you can see in there this will be what will appear in your emails this is assuming you've got your outlook linkedin with your bc i've got a purchase invoice 108541 requires your approval i can go into within outlook and actually approve instead of coming back into bc and doing it in there again if there was anything there for me to approve it will appear in my list and i can either approve it reject it or delegate to somebody else the last part we want to look at on these transactions is something called item charges so there's two ways and this is where you get fresh and you want to allocate your freight costs onto your actual infantry items you could use the full blown landed cos extension that's out there that microchannel have developed or you could just use something very simple and easy such as a freight an item charge so i've set up one here which is freight um and again all i would do is i would come in and say well is this a direct or an indirect cost of so direct costs it will add it back to the value of the items and again how do i add it back i can do it by quantity by tariff volume weight and volume sorry between those different options there so once we set up our item charges when we get the invoice from the actual supplier um let me go into purchase invoice uh sorry now i need to go to purchase orders so here's my purchase orders and i'll call out this one here which is 1.06124 so this is the bill i have received for fedex for some of the deliveries around the countryside and so obviously put in fedex put in the information and instead of picking up item i now choose charge item and i've got my freight amount and i put a hundred dollars i've now got to go and find the actual document that i need to raise the charge against so i'm going to go into line item charge assessment and then from here i can go in and say well go and get my receipt lines and it brings up all the purchase receipt lines out there and then i can choose the one that i want to that it will apply to and assign the quantity to it so i may have several purchase receipts in here and i can come in and allocate that 100 ingly or i can just go quantity to sign one and it will do the calculation and as you can see my system's got volumes and weights and quantities in there and it's obviously a signing ingly and then once you do that you would then just put in the invoice number post it and it will allocate the cost to the receipts uh the the receipts so not to the receipts but actually to the items that were on that receipt and adjust the costs behind the scenes so that's just um a few transactions that we believe that the accounts payable may or may not be involved with the next one i want to move on to is registering your vendor payments so there's a couple of ways of doing this taking a payment for a payment for a single vendor so maybe it's a bpay transaction that you processed and you just want to register it and the other one is where you want to do for a group so maybe i've done a whole section of bpays and i just want to process them together or i can create a payment run an eft file creation so let's go and have a look at the first one again all i need to do is if i've done like a vba bpay payment i would come in choose my vendors in here um so i could highlight so in this case yes i've got fabricam i've got a balance there i would go process and just go pay vendors i highlight my vendor click on process pay vendor and then i can choose which one it is so i'm going to be paying the top one and then all i would do is process create the payment obviously i fill out all the details so i'm using which template i'm using for my journals so again i'm just choosing payment for my general journal templates fill out all the necessary information um and i can then go okay and it will create that journal for me show it up i can just double check it make sure it's gone to the right bank account so there's fabric i'm coming in at the bottom here it's got all the right details um now just one thing and there's picked up the invoice as well please remember your balancing account must be bank type if you do not put bank type on there it will go against the general ledger account but will not appear on your bank statement so it's for it to appear on your bank statement so you can do a reconciliation your balancing account type must be bank account and then you choose your bank account so that's just doing a single particular payment against a vendor i can also just basically go up to search and go well i'm going to create some payments uh sorry uh where am i sorry under cash management so i can go and choose um so i get paid vendors sorry you can just go back into that there it is if you use the one from the current page it's just going to use the pay vendor for that particular vendor itself but if i use this one it will now bring back every single invoice that i am due to pay as you can see i've got quite a few in here now don't forget that you can actually search so again if i'm trying to filter out and just pick up a particular um set of people like i'm just looking for anything that has the word or the string c o m p in there and it's bringing up so i'm paying all my office supplies in that case i would just click on the three dots select more and i can choose the ones that i actually want to pay same process again process repayment go okay they will then appear on that journal for me and i can then actually sorry i've got one there that i shouldn't be playing which is this one possibly there process create payment click on that and it will add them onto my journal and i can then just come through make sure i've got all the right details including my bank account and then obviously go in and post that particular journal so that's another way of doing it or as we most probably would all use i'm doing a big payment run and i want to start creating eft files i will go through to payment run and i've got a specific batch that i set up as you can see it's going to have my balancing account in there i come down here's my balancing account type bank and i've chosen my checking account and again don't forget you would come in process suggest the vendor payments obviously put in the last date that you were looking for or up to and i've just taken mine to the end of the year i put in the posting date which most probably should be today's date there's my starting document and this will be an eft payment again you can filter out so you may want to filter out on a type of vendor or an individual vendor it's entirely up to you and then you will go ahead and press ok and it will obviously bring back all the lines into your general journal here and then you can obviously go through that have a look at it i do believe in here they should be under posting you can do a test report so you can actually look at it and see what figure you're paying out make sure you're paying the right vendors not paying the right vendors get rid of the ones you don't want you can even add extra ones on and then when you're ready you will actually go through go actions eft and create that eft file and then obviously take that and load that up to your bank i mean if necessary you can then go through and print out the remittances and get them emailed out to your supplier or your vendor um the other option we wanted to look at is so that's the main roles that we or the main functions that you would be doing as an accounts payable person the other one we wanted to look at was in outlook is reviewing your vendor through our block so especially on the sales side the guys do a lot on using the outlook and raising sales orders and all the rest and everyone kind of asked me can we do this with vendors so let's have a look what's there so all we've done is we've turned on the artwork integration in bc and obviously when i come into here let's go and find an email from a supplier so here's simon simon is a vendor of mine and what will happen is when you click on the three dots so again i'm just using my outlook in the web version and you will now have this option down here called business central and i can have contact insights so i'm just going to have a look and see well let me just find more about the company that simon works for needs to see what we owe them you know do i own he's asking me do i want to order anything let me just go and have a quick look at the vendor and see what's actually happening so once it's done this it would bring back all the information for the vendor [Music] so here it is i have an attachment which i can look into but there's the vendor there's the balance and again without being in bc i can actually just have a quick look and if that's not good enough as a screen i can always click on there and open this up and again you're going to get the same layout the same functionality as you would in bc it's just like doing it all through outlook now so i can have a look at all the money that i do actually owe him saying he's obviously wanting me to buy more yeah we haven't spent too much i'm quite happy to order again um so that's looking at my vendor ledger entries um you've got all your balances in there sometimes the graph will pop up you've also got my blanket orders how many other orders have i got receipts i've got all the different information here about the supplier i can also come in and have a look at other information and possibly come in and actually edit the supplier within here again i can only edit it if i've got the relevant permissions within bc and i can update the information from here so once simon says is there anything else you want to order this week i go yeah okay we'll do that i can actually come from here in business central click on purchase order and it will create a purchase order for me and then all i need to do is go ahead and start adding out some documents so already it's saying to me is giving me that basically i most probably order 1031 on a regular basis from him but what happens if i want to add something else so in this case i may want to add in here and it's just switching more rows down there so let me go and order another chair or something so yeah i'll order the athens disk and all i would need to do is just come through put in the quantity to i may not want this top one so again same functionality as i have in bc and once i've done that i can just click it and it will then send it out to him as well so there it is 106 126 and i can then send that out to simon and it will get sent out to him again if i come back into bc and go and have a look at my purchase orders there it is 106 126 and there is the order with my athens dates so remember i have done all of this in outlook without having to be within bc so for some of you who are out on the road and and don't have or don't want to log into bc and go and find the supplier and do all the rest of it you can quickly do it from within outlook the other thing we want to look at is just some of the reporting that we've got here and within business central we've obviously got the standard age payables report by the inbox and i'm just going to look at some power bi as well so let's go back to the main menu let's come up to here um pretty much standard we've got the age payables listing uh there it is so it's down on this list here so these aged accounts payable obviously you can age it as of today's date based on the due date or the posting date or the document date do i want to see the month amounts only in local currency or do we want in both and do i need to see detail or no detail i like to have everything in detail so yeah i'm going to print it in detail let's just click preview and this will be the report and it will show up for us so there it is and again i'm just going to expand that and there's all my information coming through i do believe if we go down to the last page and let's get down to h6 it will give you all your totals down there in local currency and i'm just trying to see if i've actually got someone here in foreign currency i think i chose the report to be running local currency so i'm not seeing it but i could always choose to run that with foreign currencies as well and you'll notice that is now stating which currency it's actually being run um let me find one that's got us there's one in europe so now it's showing me everything that's in euro and when i get down to the last page i do believe it's given me the differentiations here between just make that larger so you can see there's all the different currencies that my age accounts payable is reporting in so just remember that's just toggling that switch there print amounts in local currency we've also got sent to and again you can actually schedule this report so again if i want this report to be scheduled every week i can come in put in the run date formula start window i want it to start by when i want it to expand and buy so i wanted let's say to run every week so let me just go once a week um i'm starting today but i obviously wanted to finish it in about four or a couple of months time go okay and it will run as queue for me so what will happen is all those reports that have been scheduled will actually land up in your report inbox so here's one that i've previously scheduled i didn't have to run it it automatically got run for me i just click on that open it up and there's my accounts payable reporting for me nice and simple and easy so while there's a lot of other standard reports in here one of the big thing we find is that most people now are using power bi more and more so instead of now having to go off to another option into here and running power bi um you can actually develop the report or get someone to develop that for you and then you would actually bring it in so here if i come in and i can go and select a report you can bring your power bi reports into here and i'll just take one of these let me just pick up this one for instance and let me just i'll pick up maybe that one and and what will happen is it will then show those reports within bc so i'm not having to go off to power bi or anywhere else it's actually in here at the moment i haven't really got anything called payables but i've got this one here power bi for cashboard sales reports again unless we want to look at it as a bigger screen so i can just manage it and then once it's come up again you do have the ability depending on the type of license you have you can start looking and playing with some of these field visualizations and all the rest of it but i just go into view mode and then that will just show me the screen and obviously you can start doing drill downs depending on how the report's been written you can do drill down slicing and dicing you know where am i spending the money you know is it on stock is it not on stock all those type of things so that's just one of the options to give you an idea on what you can do with some of the reporting now the last option we wanted to kind of mention because we find it's coming up more and more nowadays is ap automation so just want to make sure that you guys are quite clear that there's two types of ap automation there's expense management and there's also ap invoice management which is the actual scanning of invoices where they will come into your system and they can be matched automatically back against your pos now generally what we're doing is we're taking a couple of these we're using x-flow and we're also using continue depending on the your requirements we will look at both those different options they both come off the microsoft app source and work out which one is the best for you there is obviously other ap automation packages out there such as expensify concor and we do do the integrations of those back into bc4u but the ones out the box are basically xflow and continue they automatically do integrate obviously when you get down to ap invoicing automation we've got to train the system to actually learn to start reading suppliers invoices and therefore as it scans it will take all that information convert it and then obviously match back against as an invoice so just to mention those to you it's something worth thinking about and i know there is an upcoming presentation i think in the next couple of months amanda will give you more details around one of those options so um hopefully that's just giving you an idea of how to look at some of the information what you need to do in your accounts payable role so thank you amanda over to you thank you lyndon thanks to everyone for joining us today and taking the time to fine-tune your accounts payable skills so if you've got any more questions or would like further training for accounts payable or any of um as essential or nav modules then let us know get in touch with your account manager wherever you are