Discover the Supplier Invoice Example for Operations to Streamline Your Processes

Supplier invoice example for Operations

Hi, my name is Alisdair, and I'm a Product  Specialist here at Equisys and I'd like to   welcome you to a quick demonstration  about how Zetadocs can streamline your   supplier invoice processing system for Business  Central, using automated batch capturing. So,   let's say we've just received a large batch of  supplier invoices in paper form that we now want   to scan in and archive against their relevant  purchase invoices within Business Central.   As you can see, there's no way to automatically  archive this invoice against a record within   Business Central but I'll show you how Zetadocs  can utilizing barcodes. Navigating to the   purchase invoice within Business Central, we  can print off a unique barcode based on that   particular invoice and establish a link for  that particular barcode. So after printing off   the sticky barcodes for all of these invoices and  sticking them on to the first page of each of the   invoices in our batch - so no matter how many  invoices there are in the documents, Zetadocs   will be able to recognize the different invoices  and split them based on the barcodes. Once we   are ready to scan them in, all we need to do is  scan the documents in to your scanner and what   Zetadocs will do is split all the items based on  the barcode and then scan them into what we call   Zetadocs document queues. These are essentially  network folders that Zetadocs monitors in order to   pick up the appropriate invoices we've scanned in.  Navigating back to Business Central, if you want   to see the Zetadocs document queues. all you need  to do is navigate to the Zetadocs document queue,   and we can see here a few queues that we've  got set up. So these are just some examples   that you can configure using Zetadocs. So we've  got a sales document queue, purchase document   queue and the supply invoice queue that we're  interested in today. And if we drill down into   this document queue, we can see that Zetadocs  has picked up those items that we scanned in,   and based on the barcode, generated this link  against the items. And then all we need to do   is to archive all these items automatically,  all we do is click the queue button,   click archive all linked items and then Zetadocs  will automatically archive these items against   the respective record within Business Central,  utilizing the link established via the barcode. So, now that batch has finished archiving  all those items and has recorded them now   against the respective purchase  invoices within Business Central,   if we navigate to the purchase invoices page,   and we navigate to one of the purchase invoices  in our batch. If we look here to the far right,   we've got the Zetadocs FactBox, and in the  FactBox itself we can see that supplier invoice   that we've just received and scanned in against  the item. So Zetadocs has automatically archived   that item against the respective record within  Business Central based on the barcode that we   stuck onto the front. Now just to let you know,  these items that show up in the fact box are   actually stored in a SharePoint archive so they're  not stored in your Business Central database,   which means that not only are you getting quick  and easy retrieval via the FactBox to click on the   item and then bring up the respective invoice, but  because it's stored outside of Business Central,   people that don't have Business Central licenses  will be able to view the item from within their   SharePoint location. So say for instance we're a  salesperson we don't have access to the Business   Central tenant, so we're in the SharePoint site  and if we want to pull up the respective item   that's that we know that we're working on, we know  that there's been some archiving done against it   so we just use our salesperson code, and then we  can find the purchase invoice or relevant invoice   that we've just scanned into the document, without  the need for having a Business Central license.   Now the other great thing about having the  integration with SharePoint is that it's   not eating into your allowance for your Business  Central database, so it's not going to eat into   those 80 Gigs (80GB) that Microsoft provisioned  for you, it's all archiving to SharePoint which   is very inexpensive for data storage, so you're  not going to be running out of room anytime soon. So I hope that this short demonstration has  shown you how Zetadocs can help streamline   your supply invoice processing or maybe it's  giving you a few ideas about other ways you   can use Zetadocs to improve other processes  within your business. If you have any questions   or would like to know how else Zetadocs  might be able to help, please feel free   to contact our sales team to book an in-person  demonstration. Thank you very much and goodbye.