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Vendor invoice automation dynamics 365 for Accounting and Tax

[Music] right Microsoft Dynamic Erp gold certified partner at bright point infotech we pride ourself on our expertise and Comm commitment to delivering exceptional Microsoft Solutions we offer a comprehensive range of services daily to meet your unique business needs today we'll be discussing about vendor invoice Automation and invoice capture how this will be working in Dynamic 65 Finance let's start discussing it you see invoices can come through different channels we can receive it manually we can receive by email or we can also integrate with some external systems through all these channels we can receive the invoice some companies even use a folder to dump their invoices and from there the invoices can be captured so in order to transfer these files this digital files we use OCR method there are different application available in the market today it will upload these files and use the OCR application order to convert them to an invoice record so that's what you see here the invoice are reing through different channels and the system use the any of the OC application to upload the invoice and then convert them to a digital record and then invoice is created once the invoice is created it moves to the accounts payable clerk who will verify them review them and apply the prepayments required PRS matching invoice validations and then sent for the approval workflow where the approval flow will be completed and finally it will be posted after the posting it will transfer to the invoice payment and that's a way to functions so now after this new feature in voice capture in Dynamic 365 how it helps so let's discuss about the benefits so this application is more beneficial to those organization which receives say something like around more than hundreds of invoices in a day and to complete recording them and processing them that will take lots of time and not only that it's really time consuming and also PR to the R so invoice capture is very useful for these companies to automate the process of converting these digital documents which is received by email or or by manual files or anything and then convert into a invoice record the more Advantage here is that the accounts payable clerk takes lots of time to record these invoices that received and once it is received it will be transferred to the workflow process so in all these activities lots of erors can happen if the number of invoices are a lot invoice capture how it will be handled what will be the source whether it it can it is a paper format or an email or you might be having some invoice portal where you receive the invoices we can automate these sources to collect these files and then convert them to a digital record and we call them the captured invoices and to create finally a vendor invoice record so this is what the invoice capture application does so we will discuss all about this in the system and I can explain you more about that once we finished so when we receed the invoices we converted them to the digital record we can also do a automation process to conduct the verifications based on the each organization's policies the matching apply uh matching with the purchase order lines applying the prepayments all such kind of verifications we can automate once that is automated once it is completed it will be transferred to the approval workflow so let's see how it functions in the system so for this purpose let me show you which which uh details I shall be using I created a purchase order here I I just call it test p001 for a vendor fabric C let's see what is inside [Music] this so This purchase order has three lines with three different and product item details you can see here and you can see each of these are having 100 quantity all the details are recorded I already received these items now I have to I am going to receive the vendor invoice so this is the invoice I have so this invoice is for five quantity of each of these items I have a line item I have a tax detail here as well as the invoice amount so I'm now uploading this invoice this PDF file into the system I can use email I can I can or I can use some share folder you different channels can be configured that's not any problem but so for for making it more easier and faster let me upload this file into the system and let me show you how the system will process that so for this I have Dynam 65 invoice capture it is based on a Power Platform you can see the dashboards here which will provide you some insights about the invoice captured in last 30 days different details you be able to see here so not to upload the invoice as I said you have different channels you can use like emails folders or external system Integrations whatever with that in whichever the channel you're using once it is configured system will automate tracking these sources and pick whenever a invoice received at this locations or the sources system pulls this data and bring into under the received files you so this these are some data which has cancelled so let me show how to upload a file and see how this capture function happens using upload a file I will drag and drop this file in this place once I D I'll upload it to system once uploading is completed you can see the status it takes some time to process to convert this PDF file to the record I can use the refresh to see the status now it's under processing so once it's processed it will move on from here and it will be available under the captured invoices you can see different invoices which has been captured and you can also see the status here errors and warnings you can configure system in such a way what's the decision to be considered or what are the factors to be considered before we transfer these record this record to the dynamic 365 so we have configured that okay if there is no errors transfer completely if there is warnings there is it's not an issue we can also set policies like okay it should be mandatory vendor name need to be captured invoice need invoice date has to be there and also the amount has to be there so these are the conditions we we have put into the system once these are identified system will automatically transfer let's see there are some warnings here but there is no errors as of now it's still waiting if all the conditions applied as per the settings system will transfer into Dynamic 5 Finance let's see that it happens it's still waiting so if you think that you should not transfer the invoice to dyn 65 if you have warnings that also can be configured so in that case if there is a warning system will wait here the way this record is here which is under review and then once it is corrected you can push to Dynamic it takes few some time that's it'll come by that time let me show you how it record looks like so any document you see here so this is way the warnings and errors are displayed so you can correct the system allow you to correct them you can ignore them or you can correct them whatever you like to have it it also show you the percentage of the confidence to make to say that okay this is the way the system has identified see it uses an AI functionality to verify what is the confidence level for each of these identified records and that the conference provides you the information and you can decide whether to ignore or you can you need to change it the system will allow you to change that all the details once you complete it you can you complete your review so I'm not doing for this case let me see the status of the previous one it's still moving on to take some more time yes now you see that record captured is transferred to Dynamic 365 so in Dynamic 365 Finance if you go to under accounts payable and when I come under the painting invoices you will see that record is been pushed here so once it is here it will go through the account payable process the way it has been configured and from here onwards we can automate further with respect to matching to the purchase or allines applying prepayments all this functionality can be can be applied currently none of those rules are applied and you can see that it's still it yet to run all this all those validations so it takes time it it it is based on your batch schedule whenever the batch runs the system will validate them and review them and then it will move to the improval workflow so before that let it run let it happen let me show you one record which is already been transferred and and uh you know completed that will give a better understanding so I'm in the purchase order go to the invoice let me see the invoice journals I have my previous invoices here just transferred you can see the invoices and that file attached and if I want to see the what is the automation status have something here view automation history the system will provide you all the action conducted against to that particular invoice you see that it is what are the rules applied So currently we haven't applied any of those rules if you based on your setup and policies all the rules will get applied here we go to this invoice and see all those details here lines so likewise as I explained the system can automate the functions from the invoice received up to the level of completing the workflow process and then transfer to the payments the system can manage the automation related to these activities thank you