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Office 365 invoice template for Entertainment

hello everyone thanks for joining today Mike from dynamic point I'll give it about one more minute or two more minutes or so and then we'll go ahead and get started thanks again for everyone for joining hope everyone is staying healthy and safe during this time you okay I have about top of the hour we'll go ahead and get started again thank you everyone for joining if you have any questions for me just go ahead and chant them in the chat window everyone is muted so you don't have to worry about background noise or anything like that today for the agenda we were looking at automating ap invoice processing with office 365 so some of this were going with just from an office 365 perspective and show some of the functionality is just available out of the box with Microsoft Office 365 and then will be also showcasing our invoice automation product as we go through it but if you're not interested in the product just to give the disclaimer there is a lot that could still be achieved without the purchase so hopefully some good information just from a how can you leverage your subscription with Microsoft as well as you could see what our product brings to the picture ok let's get started today's agenda as advertised we're going to be looking at the creation of a check request for invoice submission processing of invoices without a purchase order processing of invoices related to purchase orders with or without a separate goods receipt so otherwise known as a two-way or 3-way match from the purchasing side in the integration with Microsoft power automate otherwise known as flow so that's going to be our plan today you could probably get through it all in a little over a half an hour I would anticipate so we'll probably end in about 30 minutes or so quick production who we are who is dynamic point so we're a software company we've been in business since 2009 so about eleven years now our focus during that time has always been in extending ERP and CRM systems using SharePoint applications so the world of SharePoint has most certainly changed with the introduction of office 365 our old method of doing things was to build things all on-premise and deploy those to SharePoint servers in these days everything is available as an app within office 365 SharePoint so as of about five years or so ago we began a prole project to redo all of our applications on that new you framework and and hopefully in doing so in leveraging that new framework we also you know built them in a better fashion because we had the opportunity to completely reinvent ourselves as a company moving off the on-premise sharepoint platform to the office 365 now just a disclaimer all of the products do work on on-premise sharepoint because the app model is supported across both platforms our product lineup we have a portal application that basically could take a office 365 extranet or sharepoint extranet and turn that into a customer vendor and employee portal by sharing data from your ERP or CRM application so it basically adds the sharing of data to a Microsoft extranet we have an expense product for employee expense for reimbursement and today's focus is the middle one use the AP 365 invoice and AP automation as it states this was a recent migration as of about probably a year and a half ago to our new framework from the old framework of an on-premise what makes us different in what is our product approach the easiest way for me this explain this is I like to use the analogy that if you think of an app that resides on your mobile phone our products are very much apps within the office 365 ecosystem so if you consider maybe you haven't put much thought into it and an app that resides on your phone leverages all of this function a functionality that the phone provides so take something like uber of course it has the ability to track where the various drivers are whether or not they're getting close things like that if I am NOT in front of my house they can most certainly call me and ask when I'm going to come out etc so if you think about how these applications that reside on our mobile phones leverage all of this functionality is provided by the platform itself well we try to do that same thing so if I were to look here this is our product right here that is developed as an app and it's going to provide its own functionality when it comes to invoice automation it's going to provide a lot of things with the ERP integration integration to the workflow such things as vendor templates Pio matching etc that gets deployed to a SharePoint app a SharePoint page that's either hosted by office 365 or on-premise and sharepoint er is providing the security to branding the document management in the overall framework for our application so all this stuff that we didn't have to develop though is just provided to us by Microsoft when it comes to workflow of course invoices we typically when our out for approval we're going to use flow now known as power automate for the sake of routing this for approval triggering people a reminder minding those who haven't responded to our actions etc as well as escalations all of that is going to be under the premise of Microsoft flow if we want other methods to enter invoices today we talked about the idea of a check request that's going to be enabled by power apps and if we want to collect even more data may be such things as new vendor onboarding or things like that that come up with a a P automation solution we're going to use Microsoft farms for that the one thing that isn't here that also works with our application is power bi and that would be used for the sake of reporting we'll keep it moving okay this is the highlight of the process that we plan to cover today so when it comes to invoice automation I generally like to categorize the steps into three major actions or processes within the overall business process then the first step is this invoice capture and metadata recognition so we're going to receive the invoice into the system in this case for us that means receiving this invoice into an invoice library in office 365 and the great news about that is there are all these methods for receiving documents into a document library we could use a mobile app of which I'll show you an upload we can email invoices directly to that library we could have a webform etc there's all these various methods that Microsoft provides scan and of course if it comes on paper for getting documentation to that library in addition however it was submitted we're gonna capture information too based on the submission method so an obvious one on the email who sent it the sender of the email maybe the subject if I do something like a check request or if I do a form online we could have additional fields that we want to capture right here in the library those are important because those are fields that we could potentially use for workflow account assignment etc and there was no need to use OCR to recognize those just than the nature of the submission mechanism we were able to capture that data the second step is a pretty big step I loosely call it workflow in processing a lot of things could go on in here one could be OCR right we could submit this invoice to an OCR application recognize fields get those data back into that library so this will continue to be the home for it while OCR is being performed if there is a need for no CR it could work in conjunction with the day that that has already been captured on the email for example if the email or some other mechanism gives me who sent it maybe the OCR would capture then things like the amount or the vendor name or the date or things like that the second part of this step is the workflow so within the workflow we are going to route it for approval we are going to use the rules to have been configured as far as the delegation of authority who could approve what based off the what limit within the system as well as you know things that we know about the invoice if maybe a department is recognized or a manager or something of that nature was recognized or a project number we could use any of those attributes for the sake of the workflow and then the last step is the integration the integration we're going to put that into an ERP application it's going to become an invoice depending on the type of invoice it is it could actually create one of three transactions it could be again a Pio match either being a three-way where there's a separate purchase order goods receipt and invoice receipt the to way in which there's not a Goods receipt or just a miscellaneous invoice where there's no appeal at all for it in the system so those are the major steps we're going to walk through here and we will be showcasing our application primarily in the processing and integration that's really where dynamic point is coming into this the rest of it is really already being provided by office 365 framework so like I said there hopefully you know even if you're not interested in our product as part of this demonstration it will get some good ideas of how you could use this framework the automate invoices keep it going so our goal if I do my job in this demonstration is to highlight the following slide if you look at all the various aspects that are part of invoice automation including ERP integration the the sake of having a repository for these received invoices workflow OCR etc at least 75% of this is being provided for us already using licenses that you already own with office 365 our focus here is on that ERP integration and the aspects that back that up or are necessary such as account assignment vendor templates things of that nature so if I do my job in today's demonstration hopefully you'll get that and that you know again all of this is available for you with your office 365 subscription with or without our product so I will power point and I will switch it over to the application so here we have a sample dashboard for our invoice automation process that we're attempting to automate here note that this is really just a it's just a SharePoint site at this point and it with various calls to action it's what's known as a modern site it's Microsoft's new page architecture in which all of these aspects are responsive and mobile friendly and can be viewed across virtually any device so you can see here I have three major sort of calls to action if you will the first is the processing queue the second is my received invoices and the third is the those that have already integrated essentially each one of those corresponds to the steps that I discussed previously these are where the invoices are coming into the system the received invoices this is where performing the processing the account assignment the workflow and then the last step is those that have already integrated with the ERP application are basically just waiting payments I scroll down a little bit here I do have an integrated power bi report showing some details and data of the invoices that are in the system here this one's just highlighting the unapproved invoices by vendor total so you can see dynamic point has most of the data because that's my test case various vendors and the invoices that are pending approval within the application and just the general aging of what's outstanding of invoices that have been submitted but not yet integrated so the thing to note about this dashboard this is a demonstration one that I've created you know this gets deployed through your office 365 site you really get to look make this look and feel however you want if I wanted to put a video here on how to use the application post something from YouTube and put a document including tools and tips or policies and procedures I can most certainly do that and the audience for this dashboard is primarily aap but really anyone involved in the review of invoices from a managerial or even a submission method could also use this dashboard to see theirs and where they reside within the approval process in the system so let's start with that step one and that is received invoices so really all that is a link to is to invoices within a document library using office 365 that I've created so you can see her I have a few that have already been submitted yesterday if I click on those I just have a little preview apart to show me a highlight of it and the various data that's been captured I'm going to go ahead and click the see all just to expand this because I want to bring to attention the various columns that we're capturing here so as I mentioned the you know first step is this receipt of the invoice which we're going to walk you through various examples of how we can do that but in addition to receiving the invoices we're capturing information about them such things is the sender if it's an email the company name the subject the invoice number etc so we're gonna walk through each step and watch these values get assigned some based on the submission method and some just based on OCR recognizing fields or I am using OCR here but we'll highlight what elements are being done by OCR and what other aspects can be just captured from the submission method itself so for the sake of this let's go ahead and clear these guys out I'll delete them both just so we can keep it simple and look at one invoice at a time I'm gonna bring open my email and we're gonna start with probably one of the most straightforward submission methods aka email so what I have here is an inbox aap automation at dynamic point comm which if you guys are familiar with power power out of me I have a workflow to take this invoice and basically put it in that library it's really simple a couple step workflow so I have this as being a monitored or a managed inbox if you will I'm using flow and on this email I've attached a sample receipt which I can zoom in on here so as easy as that one thing to note obviously this would be an inbox within your environment right my are dynamic points office 365 tenant is obviously dynamic point calm and I've created an account here ap animation so you'd be doing the same in your environment or using an existing email account if I have my maid consulting invoice we're going to go ahead and submit that so I'm going to go back to this receive library hit refresh if everything works well I should see an invoice up here sometimes it takes a second or two okay there it is so here I have this invoice that just was submitted via email in addition you can see I'm capturing various columns based on the subject the company name was determined by my sender user right and marson-knight dynamic point comm I have mapped to the company name as well as an invoice date in addition of course the attachment was captured too so there's the invoice itself when I got to be pretty quick here because what you're going to see coming next is the fields that are being recognized by OCR and in my case I have OCR set up just to really recognize the number in the amount so what's working behind this is that same workflow that I used to move it from an invoice to this library I also have it's submitting it to an OCR tool so there's several OCR tools that have integration with office 365 in this case I happen to be using one by the name of dr. sir it's really simple price effective solution there we go okay so again I hit refresh and as you noticed here it picked up a couple fields directly from the invoice itself so it picked up the number in the amount obviously I could have picked up more that's really all I had set up if I hit refresh one more time we'll probably see it disappear the reason that disappeared is after that information was captured I brought and into our application for processing and that's when we're going to assign the accounting aspects of it as well as perform the workflow so that's why that one happened to disappear we're going to go back to other submission methods and we'll start seeing different method that we could receive invoices in this library and then we'll make our way to the second step and go look at the one that we just created in the processing queue so other things other ways right and this is just to get you thinking there's like I said probably spend a whole hour just talking about the different ways to get information into a library let's try a simple web form so in this case I have a web form on our site this one happens to be public as you noticed it didn't require me to log in or anything like that and I'm going to go ahead and select an invoice and say please pay and hit submit so what that is going to do is if I were to go back to this library and hit refresh notice I also received an email notification so there's this invoice that came in I give it a second to you'll notice I'm going to start capturing the details of the invoice but the details again didn't come from the email they came from the form that just got submitted so such things as company name and the subject could be easily mapped from the form so that was a web form let's talk about a check request so sometimes the need arises to submit this invoice using a mobile application maybe I have people in the field our invoices are being received by managers and I'm when they give them a check request form so there's really two critical easy ways one is there's already an app that comes with a SharePoint in office 365 right here the onedrive app that allows me to upload documentation directly to that library itself in addition allowing me to upload it you know it gives me the ability to take a picture as well as assign the metadata that I need to capture on that invoice so let's go ahead and go into our ECA team and I to be using the received invoices library again I see that document that I just submitted earlier from the webform but in this case we want to go ahead and take a new one you can see there's these different methods I can take a picture of it upload it take a photo etc the scan feature is actually sort of nice and that it tries to crop the image and get rid of my background so you see that little blue you get good more like that is trying to recognize that image and figure out what it is that I want to capture so we'll go Goodenough take a picture and then a lot done so if I scroll down here if you look at this fields in Mars you know from the company name the subject etc all of those are columns that I'm not only seen in the application on my mobile app here but those are the columns that were defined within the library itself so if I save it again going back we'll go to my received invoices once again and voila I have another one that just came in that was the one that I scanned so again you know you know need anything in addition to office 365 to provide a lot of automation for this process so let's go back to my mobile phone and we'll say that that upload was sort of neat but maybe I want to have more of a custom experience where in addition to just taking a picture and upload it I want to ask the user a lot of questions so more of a formal check request if you will so if I go to my power app form here I have a sample check request I can see them all my previous check requests that I've submitted with this user I'm going to go ahead and create a new one you can see this experience is a little bit different and then I could really enter just more details do such things as bender the date it's a little bit more of a cleaner you know scripted oops I'm sorry I had canceled a little bit more of a cleaner scripted process and that I really have control I could look up vendors directly from my ERP application terms applicable to this vendor ask them fields that are ultimately going to be used for workflow or account assignment things like that expense categories etc so if I was doing something like this there probably be no need for OCR right the reason being is I'm already capturing all of the data that I need from the managers who are submitting the invoice so this is really good for a you know distributed type environment where the invoices are maybe not going to a centralized ap processing person but going to the managers in the field and we're really relying on them to capture the data and in this case social Sierra's probably not even you know required because I've already asked them all the information that maybe I need for a kind of assignment or workflow so those are a couple maybe one more and then we'll keep moving to the processing step and that's the idea of drag and drop I know you can't see my other screen but if I were to bring open an invoice here and just drag and drop it it's gonna go right into that library so of course that's gonna be submitted to OCR and same rules apply as you can see from anything else that I submitted in that I'm capturing metadata maybe submitted OCR if I want to if I need to and then ultimately going to bring it into the application for the next step in the invoice processing which is that processing step so let's move forward we've covered and I think enough from a submission in the ability to capture metadata and now we're going to go into this processing queue so this is the first part that is actually involving our application everything else she could have achieved without us office 365 you know probably I already have it probably have all the tools that I showed you today so this is going to add another bit of element to this process namely the integration with financial data that resides within the RP so this happens to be I've created a couple n voices here so this is when I just submitted captured the invoice date on in which I could see it a little bit old captured the invoice itself so what happened is when that document was ready to be brought in in other words I've captured all the data from the library itself you can see it came in on this status of auto created so basically what our application does is it looks at that library looks for a given trigger of when everything is collected so you could think of that initial document library basically being a receipt queue if you will and when all the data is captured that I'm ready for it comes into the application and creates it for me in addition to creating it it Maps any of the data that was captured in the library itself such thing is the vendor the amount the date in this case I have allocated to a given expense type so in addition to being from the data that was captured I also have a concept in the application of a vendor template and that's where really the rest of this data is coming from so in this case I'm sort of meshing two sources of information first being the what was captured on the invoice either from the submission method or OCR and in this case I have a vendor template for dynamic coin so I have my dynamic point under here that says all of our invoices by default get allocated to these what we call categories so these categories are completely configurable but mine are set up to represent such things as cost Center expense types locations and amounts in those in my configuration equal this account so two things coming together here really the data that was captured and in another aspect of functionality within our application of templates now do I need to do that absolutely not right ultimately I'm going to create an invoice with this and before I create the invoice I need to have the financial data that could be assigned now right someone could go in here and say hey this is the wrong cost center it needs to be assigned to another one when I do that you're gonna note that the account got updated immediately there so you can most certainly do it from a dashboard processing you know an admin could come in from AP and adjust these things or you could actually just leave them blank and it would be done as part of the workflow so maybe I need to submit it to someone that will ultimately be part of the approval of this and they were going to help me with the assignments so the one I brought in you notice the account is already assigned but as promised we were going to talk about the ability to do pio matches and things of that nature so I have a sample one here that I've already created so the thing to notice here is you look at these various types of items I could add to an invoice they basically correspond to the type of invoice it is a new allocation is one that it doesn't have a Pio so I need to assign the accounts because a Pio doesn't exist an invoice match is applicable for a three-way match in which a Goods receipt has already been received posted and they receive matches for a to a match in which there is no such thing as a Goods receipt probably because the item that I'm purchasing is it good and I'm sorry a service not a goodness what I'm trying to say sorry about that so you can see in here I could actually query the items this is a live query of the RP product of which in POS are ready to be received and I could add these directly to the invoice itself so it doesn't look that different than my other one but the line items are now POA items as opposed to being the accounting I GL account assignments the other thing to note you know so this can or cannot go to hit the same workflow the same process applied to it ultimately it will create a different transaction within the ERP product so this will create a different type of invoice match as opposed to just miscellaneous invoice that didn't exist before so we're going to go ahead and skip out of that guy go back to the one that we created I'm gonna do one change here and this change my date because I don't think my financial period for 2018 is still open and I don't want it there on me and I'm gonna update it obviously you know anyone could update this I shouldn't say you know one if you have permissions you could update this now prior to the next step in that in this process which is going to be the workflow so when I'm going to do to kick off this workflow is hit the submit button now the workflow could be kicked off automatically I didn't want that to happen because I wanted to come in here and show you the details of it before I invoked the submission but you know one thing to note is you could kick these off I'm sorry you could invoke that workflow automatically as opposed to you know waiting for a user to come in here the other thing that you could actually do is you know you could change things like the account assignments and use another concept within our application of templates to assign accounts as well so different methods all really depending on what is best for your business process so now I have two accounts because that was what the template was pre-configured with I am going to go ahead and submit this guy what that's going to do is call Microsoft flow for a review and approval process so it's going to kick off a workflow so you can see I got a success there that the workflow started and I also received a notification on my mobile phone saying I have a new invoice to review so again using all the tools provided by Office 365 I could really review this invoice in a myriad of different fashions so I could go in here see that I have a new invoice ready for approval this is just using the Microsoft flow application that's available for both Android and iPhones see down here I have the ability to prove or reject it I also have a link that I could click on which takes me to the invoice itself so here's the details of the invoice I'll actually show this step a little bit later let's go back so I can approve from there from the mobile app if you're using teams and you like the team's interface you can also prove or reject any workflow action in teams so if I hit refresh on my team's app I should see a new invoice received so again I have some details here on the notification of the invoice I have a link to click view the details and then of course I can approve or reject it or reassign it in this case in the last method is an email notification that I got again if I click on this it's going to take me to the invoice review form now depending on my reviewers permission I told you that you know you could assign various aspects as it's going through the workflow process that determine account assign it and this is where that's done if you notice here I have edit capabilities that I could actually change such things as the cost center and the expense type as it's going through the review that's not a requirement it's just an option of course I could see the attachment associated to it an audit log is informing here of each step within the workflow as well as I'm capturing nodes so this is the first step in the review so the notes are not that interesting yet because I haven't reviewed it and put in any notes yet so let's go ahead and go back and we'll approve this say this looks good submit it of course in the real probably have more than one approval step but in my world I keep it really simple I just have one approval step and if I ever go back to the dashboard all it works well I should see this invoice actually disappear from my view and it really hasn't disappeared it's just been taken away by a filter and I'll show you how I could turn that filter off so you can see that invoice that I submitted is in fact gone if I clear my filter here I can see there it is so this is the one that I submitted so if I were to expand the details here another thing to note it is read-only in this fashion the reason it's read-only is submitted means it's been submitted to the ERP application it's been integrated so in this case there is no change in the invoice from this process because it's already been passed over to the European is ready to be paid and posted captured some additional details which went to the description of it the notes that I entered during the review are there as well as the date stamp in the user the audit logs have been captured of each step attend a workflow the permission this is interesting so each invoice to get submitted in the application the reviewer in any pre pull up that are part of the review process have to have permission for it so if I went into this dashboard is sort of a different user I would not see this invoice because it's applicable to me so we are filtering invoices to different users have different invoices that they're seen and then the last tab you see there is the integration detail so this is the ERP that I've integrated with in this case it was Dynamics GP this is the transaction that was created and this is the state of the transaction basically means it's processing and it hasn't been paid as that's been posted and paid in the ERP product that will update here within this dashboard so that was I one other aspect is when we do integrate it with the ERP product we pass a link back to this so you can see all of the details directly within the ERP application by clicking the hyperlink which would take you back to the approval looking fuel form and share any of the details the notes thought at etc could all be referenced easily from just clicking on that link so that concludes the three steps I receive the invoice to go back to our presentation right-click ye accomplish the following we received it we captured metadata showed you various methods for receiving it we process some workflow as well as account assignment on that and then the last step is the integration so that concludes the demo of the process if you guys are interested in this or learning more so these is going to our site of course and if you go within products and invoice automation you will find such things as product pricing demonstrations recorded videos etc if anyone is interested in having a one on one demo all you have to do is click the request demonstration actually goes directly to my calendar and then you could go ahead and book a meeting from there otherwise we're just a little over took about five minutes longer than I said I apologize thank you everyone for joining if you have any questions I will be sending a follow-up email with this recording as well as my contact information so I think everyone for joining stay safe and healthy and have a great week bye now you