Streamline Vendor Invoice Automation Dynamics 365 for Nonprofit Organizations

Vendor invoice automation dynamics 365 for Nonprofit

um I'm going to show you some AP automation so where we can again streamline processes use less resources so move away from their siled and manual processes like you the the in the survey you said one of your pain points was those manual processes so let's show you how BC can streamline those manual processes and I'm going to pick on accounts payable because that's where we found um that a lot of people are saving time is automating their accounts payable process so I'm going to get back into my email here I've got a special little email that I've prepared here where I've got a um I'm just going to copy this particular email I'm going to forward this email so I'm going to now pretend that I'm a vendor sending let's just put this in there sending an invoice off to the micronus community company yeah in PDF format yep so I'm just baby basically mimicking your vendors processes so your vendor would be sending you an invoice and then when I come back into business Central here I'll show you what that looks like so they're going to send it to you know Accounts at uh Cronus Kronos Community Services or whatever my company's called they're going to send it to that particular dedicated account email account that I have set up and what happens is in the background I have all these wonderful processes now that are already sitting there on standby waiting for that document to land when that document lands it goes through what we call an OCR process which is optical character recognition process to then pull out all the information about that document so we can start building that document automatically within the system so what I should see when this refreshes you I'm waiting for this document capture here we go so you can see I've got a document now at this status of ready to import so basically it's gone through OCR process it's now landed in the radical Import in the background there's a process that runs every five minutes that Imports it I'm just going to kick that off manually so that I can bypass the five minute wait so but typically this will bring that document straight here into business Central so as an accounts payable officer what do I have to do the first time I have to interact with this document is when it lands in this ready to register area and that's assuming that there's some errors with the document if there's no errors in the document it should go straight through the aocr process import into BC and appear as an accounts payable invoice but what I've got it doing if I've got to stop stop in here in what we call the ready to register area because I want to show you what all this OCR has basically done so now it appears in this ready to register area so let's have a look so in here we should see that we have a copy of the document come through and here we are so on the right here this is the actual PDF document that I sent across or the vendor your your professional Advantage sent us as a vendor and you can see all these little squares and what have you it's basically showing you what that OCR process has done it's identified the invoice date identify the invoice number it's identified the line items and therefore in essence this document is all good to go I don't have to do anything at this point I've got it stopped here but if I want to with a setting in the background I I could have had it automatically flow through yeah but I just wanted to stop to show you what it's done at this point yeah so that how it's done that identification so at this point here the oci has identified all the key elements of the invoice all I've got to do now is go process register this document which like I said this even this step here can be um automated by basically the setting in this system that'll basically go through now and appear in as an accounts payable invoice I want to quickly go through this accounts payable process here you go so here when I come into the accounts the purchasing voice screen you can see there it's populated all the information for me it's coded it to the right GL accounts because in the background I've set up a specific mapping that says hey this particular text map it to a GL account so it's done all that for me it's got a copy and of the invoice is now stored here right alongside of the purchase invoice the transaction so there's no need to store this in a manual uh filing cabinet anymore when the Auditors come at the end of the year or month or quarter and ask you for a copy of the invoice there it is there in fact you know what all it is why don't you log on and get it yourself because basically it's all here so all this information all here ready to go all I've got to do now is Atlas for approval yeah so I'm just going to send this software approval and this will go off and send an email off to the approver saying hey that's ready to approve uh oh sorry I didn't put I didn't put a default approval code on here because I was going to talk about that I can manually assign an approval flow here as to which way I want this to flow through the organization you can see I've got a couple of different approval flows set up there so I'm just going to Route this through the non-capital approval throw flow as opposed to the and off it goes so now remember I've done this as a user business Central so what that means is that Robert now should uh see this in his intro waiting to be approved so I can switch over to user Robert now and if I come down onto my home page here when I get to my approval area down here you can see here I've got one request to approve yeah so I can click on it here and approve it but of course that's a bit cumbersome because that would require me you know looking at the system and monitoring and being logged onto the system so most of the times what we find is that approvers live within the application so uh don't sorry don't live within the application so there's more than likely living here in their Outlook waiting for an email to come through which I'm waiting for um with by that would alert them to the fact that there's a document there um waiting for their approval which would look something like this uh sorry it would look something like this whereby the invoice there we go I think that's just arrived there it is there so I can now I can now open up the email which alerts me to it and you can see I can use the link directly here within the email to open that up so being a an approver of um a you know in this case you've been I've approving the invoice I don't have to separately log on and to the system to do that I can basically just come in here oh sorry I've gotten logged into the wrong company but basically from this pop-up window because I'm not going to the wrong company but I could have logged on here um and that's going to protest Community Services thank you and that should Now find that document and when from that document directly and from the email here I can approve that where that there it is there I'll go yeah fine I'm just going to go through this quickly and I can approve that straight from here without separately doing that separate login again so hopefully what I've shown you there is we've cut down on the manual processes we've streamlined that whole process of getting the invoice entering the invoice so really all I'm doing now is I'm reviewing the invoice rather than entering the invoice and that's only if there's any issues with it anyway um and then the approval process is all done electronically all of that information is all scored within business Central so at any one time now when I go in and look at that info that that purchase invoice it's all stored within the solution