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Vendor invoice automation dynamics 365 for non-profit organizations

i'm in ax here let's have a quick look at setting up a vendor invoice workflow so i'm going to go to accounts payable and i'm going to go to the accounts payable workflows now in this example i've already created a vendor invoice workflow so i'm going to delete that and then we're going to put it back in and create it so this is the indus journal workflow but what we want to create is a vendor invoice workflow that can be used for the pending invoices and approvals so this is the workflow once we click and use so it's called vendor invoice workflow so i'm going to add that and we're going to log in i'll just pause the video while we log into the workflow editor all right so the workflow editor started and we have the design service here so you'll see some instructions about a few things that need to be set up so you need to work through the so you'll see the different setting options that you might want to configure so first is i might go to basic settings and you'll see that we have submission instructions and then you know you can put in notes in here so let's say please submit when ready for example so there's other details in terms of if you're going to use email and what's the template you can do substitutions we'll have a look at these in later videos for the text there now at this stage you'll see one message is gone and what we need to do is um put an element on the workflow task so i'm gonna put on the approval vendor invoice task here and i'll just close my message window so we can see the screen now i'm going to drag up the end because the workflow has to have a start some sort of action and then an end so from the start i'm just going to hover over here and then connect up the start to the approve and then i'm going to connect the approve to the end for example now in this case we've only got an approval step but we can have a lot of conditions we can do check on the matching for example a lot of different things that might happen but this is a simple one for just approval now if we have a look at the settings while we're clicking on this approval step we can do things like automatic actions like is it automatically approved from a value certain value if it's you know over 75 dollars for example we can choose who needs to be the final approver uh for example uh we can set and notifications that need to be sent in different stages now the approval step we need to put some details on so if i double click on it that's going to get me into the approval step so from here you will see we've got a little red star so we can go up to the basic settings here and you'll see that we have a work item subject so we can say here say please approve invoice and the work extractions are you know review document and approve as appropriate okay so i can smell a little bit all right so that's our messages now we can do things like the assignment and so in this step we can do a particip provider in a hierarchy based on the workflow user or just a user now in this case i'm just doing a simple one so for the sake of the exercise and to make it so we can see the whole flow i'm going to assign it to myself and i'm logged in as admin at the moment so this is a hard-coded assignment to a specific user in this case we can put additional conditions and we can escalate after a certain time so these are additional things that we could do now that's this step configured so you'll see in the breadcrumbs here we can go back to the top level or go back to the workflow so this is the workflow finished um so basically we've configured a workflow it's pretty simple in terms of it's only got one step in the approval process but we can use this one to do that basic approval so i'm going to save it and [Music] we can say new approval setup for example and then we can say okay now for this to be actually active and being used then i need to activate the version so i'm going to activate it and we'll say okay and this is going to save it back into ax so i'll just pause the video while it saves it back all right so it's saved i'm going to close this and then refresh all right so now we have the vendor invoice workflow so it's ready for us to use and we can check the versions if i click on the workflow and then have a look at the workflow tab we'll see versions here now you'll see for example you this is active so we can inactivate this if we don't want to use it anymore for example but keep it there so there's a lot of different options we can provide now let's go and test this out so i'm going to go into accounts payable and one of the benefits of using the workflow is that we can have pending invoices so we can use the pending invoices to see the state of the invoices through the approval process and they won't be in the open orders uh open vendor invoices for payment until they're approved if we're using workflow for example so let's go into pending invoices and you'll see i've got one there for example and what i can do is create a new one and so let's pick up the vendor account and we can specify if we need a purchase order so this is the purchase order i created now i'm going to put the order quantity on this case because i don't have a receipt yet on it so this is 200 so we can update the matching status so that's the invoice ready so it's entered for example now because we've got the workflow enabled so we'll get an extra button here which is workflow and that's only because we've got the workflow enabled for this document so i'm going to hit submit now in this case i'm only going to approve it myself but we'll have a look at kind of what the user would see where once the workflow has actually been uh processed i'll hit submit now i'll close down the vendor invoice and i'm going to go back to the dashboard so you'll see here for example work items assigned to me so i can see that on the dashboard the approval is running it'll run as a background process so it'll take about a minute for it to show up here i can see it on the dashboard as well i can see it if i go over to the common menu and you'll see for example that we see work items and then i can see work items that are assigned to me in a queue or a queue assigned to my queues for example so at this stage the workflow is run because it takes about a minute so we'll see the purchase of 48 the the invoice that we entered now i can approve it from here you'll see in the workflow buttons we have approved and what are the statuses that might be available that we can see it for example so in this case i'm going to approve and i'm saying approved all right and so that's essentially the invoice approved now in this case we just created one step on there which is approval so the invoice would still be impending um and you'll see for example there's a little icon a little better take a minute for that approved to be updated so i'll just pause the video all right so the workflow is run you'll see we don't have a workflow status and so this was our document for iou1234 for example now in this case you'll see i don't have invoice number duplicate checking uh turned on so i've got two invoices uh that is the same in this case so once it's there i can post so i'm going to hit the post button and then this will become an open invoice now we can get the workflow to actually post off it's been approved so we'll have a look at that in a later video but that's a basic walkthrough of creating a basic vendor invoice workflow and so you can see the basic interaction with the documents in this particular case pending invoices and what would happen