Create Your Sample Vendor Invoice PDF for Facilities Effortlessly

Sample vendor invoice pdf for Facilities

hello everyone welcome back to my channel my name is Jolie and today's demonstration we're back in invoice capture one of my favorite places to be and so exciting this demonstration is a requested demonstration so the situation is we have vendors who sent us invoices in one PDF file so they might send 100 different invoices in one file what the syst what invoice capture does is only reads that first invoice so we need a solution um to separate out those files and Microsoft has made that really easy so let's jump in um so remember how I embedded the invoice capture solution in d365 I want to show those before we get into the actual demonstration um I want to show what that looks like so here is the actual invoice capture power app and you can see here I have a beautiful dashboard now this dashboard we will walk through in a future video so stay tuned for that video coming up soon captured invoices and received files are really the only areas that an end user or an AP user would need to have available and I have embedded these tabs into the workspace and to the vendor invoice automation workspace so here we won't really utilize anything in this actual power app screen but I do want to walk through this setup system this managed channels is where you can set up how the vendor invoices are coming into the power app it's very easy to set up I don't have the admin rights to be able to do that because I'm in just a demo um environment right now um but it's very simple to set up and what ends up happening is if you have in this demonstration what what will happen is the vendor sends an invoice in since the invoice with multiple invoices and this is what it looks like now I do recommend the vendor names this with maybe the date they sent it or some unique identifier and I'll show you why here in a minute but here is invoice 15 16 and 17 all in one file again if we run this through the capture the way it is it's going to only read that first which would be an issue right we'll be missing capturing two invoices or hundreds of invoices potentially um so we need every single one of our invoices to go through some sort of process that says if it has multiple different pages of invoices we need it separated out power automate does that for you I set this power automate and you can see it right here this flow I set this up in about 10 minutes and I just Googled how to separate using power automate a PDF file into multiple invoices so you can do that too super easy but here it is the only thing I had to do with the caveat is I had to get access to something called muhimbi muhimbi is this split PDF resource here I got a 30 day free access so I don't know how much it cost I don't I imagine not too much but um but anyway that needs to be part of um it is part of this solution that I'm that I'm showing you but everything else is out of the box really for power automate I don't have any admin power automate or any extra power power automate this is just basic power automate um which I love that Microsoft gives us that but basically it's saying when a file is created um get the content in the file split it out and then put it in a destination folder so here's my um oh let me pause this really quick and get my teams folder hold on one second okay so here is my SharePoint folder and I have set up new document libraries called split demo and split destination this split demo that is where all of the vendor invoices will be routed to so I will come here and draw oh let's get rid of these let's delete this because this is a new demo I just want to start all over so I can show you so I apologize for not having this ready I'm going to show you how this work obviously I've been testing this to make sure it works beautifully um so when a file is created or modified we're going to test this I'm going to show you how this works um so in this case we're going to manually do this but again we would set this up to be an automated process and now we're just going to drop drop that invoice in here and I'm going to just to show you what happens when we have just a regular invoice so this invoice is just one invoice so we have one invoice it's a one to one so every single one of your invoices should run through this and and then automate anything that comes into this folder automatically will read it separate it out and then put it here in this destination as you can see it has already done that with these three here um let's just see oh it already ran let's go ahead and test it again oh let's go back here and see what happens I love power automate I mean that was so great it took one invoice and split it out into three different invoices we're gonna run this all the way through the process let's see what happens here so it looks like it's still running it might have not grabbed this new one let's go back let's go to edit oh let's go back into oh it sure did it did it grabbed it I was just trying to hurry up the process so so you see here so now I have four different invoices now I'm gonna need to you wouldn't need to do this essentially that channel setup would grab these and bring them in automatically I have to download them because of my access which is fine we're still going to be able to process these very quickly so let me put these in a location where we can grab them okay so now I've got my invoices now I'm going to go back into my vendor invoice automation solution in received files upload the files now in my testing I found out a couple of things that you need to know I couldn't drag and drop if they were from a Z file or they actually had to be downloaded to a regular folder before I could capture them like this where I can drag and drop them so if you run into a situation where it's not recognizing all of your invoices make sure you're not in a downloaded zip file okay so all of these are here I'm simply going to upload them now that acme001 that looks like a duplicate so we might get an issue with that one but we'll see now you can see the invoices are named 920 which is today's date one two three so they're unique so since they're unique the system is going to accept them if they're duplicates you could possibly get a canceled file here and it's real easy to go in and it doesn't look like I'm going to get that so it must have I must avoided the the last test so no worries there so they all process what does that mean they all came in to capture beautifully now check this out look at the invoice numbers all the different invoice numbers are here now let's open one of the captured files beautiful beautiful now these aren't running through the automation because I didn't do anything like set up PO numbers or anything like that I just wanted to show this solution and how to address it and then the one that came in by itself is here by itself again Microsoft has given us these amazing tools um I say kudos to this AP automation I think it's a long time coming um and I'm excited to continue to show it to you so keep bringing the questions I love walking through solutions for invoice capture good news is is I found a bug and I actually have another bug and I'll show it to you um I don't know if this is a bug but if I'm going to an invoice and I want to assign it a legal entity okay I can search here for my legal entity pretty quickly add my legal entity but what about when I need to change the vendor so let me classify this invoice let me look for a vendor now if I'm looking for Acme can't find anything here so this is my next video I want to find out how to easily search I can't scroll through all the invoices all the vendors there's just no way we have that ability we need a way to search so I'm on it stay tuned and thanks for watching and keep subscribing keep sharing and have a great day foreign