Streamline Vendor Invoice Automation Dynamics 365 for Sport Organisations

Vendor invoice automation dynamics 365 for Sport organisations

hello and welcome in this video I will show you another feature a new feature which which is in preview state which is new vendor invoice Center and this feature is basically a nice uh you know I I would say a nice enhancement or nice uh functionality which Microsoft has given I will talk about in detail about this feature so this feature is in preview it is it is from Den 39 version and ten in ten ten 40 vers ten40 version it has been enhanced so right now I am in ten 40 version so uh it will I will show you the enhanced version of this new vendor invoice sender so if you are less than the 1040 version you will not be able to see what I am now showing because this is now been enhanced right so once I've enabled this feature uh new workspace called vendor invoice Center will be visible under the accounts payable module under the workspace so this feature is very straightforward and very very nice I would say because once you open this it will look like this so this feature is all about how you manage your invoice the vendor or supplier invoice in one form in this from this form you can can see that how many invoice maybe I can change this legal entity us to see lot of data out there so if this changed so first you will see these dashboards or the tiles so this is basically a workspace under this workpace you will see capture and import manual entry automation workflow two post so the this talks about majorly on the vendor invoice automation which is a which is the example of invoice capture functionality which which the invoices are created not in Dynamics but it has come up by integration right if you see the capture and import this this is this is basically the this is related to the vended inverse automation which is coming from outside of the system as an integration manual entry is what which the invoices are created in d65 automation again so this automation is not like uh only related to the 65 invoice capture or any other software but this is this automation is basically automatic you know submit into the workflow and automatic three-way matching policy automatic three-way matching that I will talk about or I will give a glimpse or I will just describe how it works and this and again this is workflow so workflow means any invoice which is part of your workflow it will show how many are in process and how many are under your approval and to post everything is done how many are need to be posted not only this you will also you will also get to see all the pending window invo available here okay you can edit it from here you can click on view all and all the invoices will come up and open purchase order will also be able to you will be able to see those from this form product receipt all the product receipt which are there in the system it will come here and if you want you can just invoice it from here itself and if you want to find some purchase order you can just you know uh just type it and it will show you the purchase order number the interesting part what I liked in this uh workspace is not only is a it is a tile it will also drill down if you click on this without manual entry without dat how many are 13 so if you click on this 13 it will redirect you to those invoices directly okay and some action also you can take it and in any time if you want to change the legal entity from here I want to see the dashboard of other legal entity you can see it okay and another thing what I liked is the workflow submission error if you click on this five workflow submission it will give you the details that what was the last submitted error so if you see while system was submitting automatically to the workflow this is the system has received this one invoice number must be specified that that that is the reason it system could not submit into the workflow automatically that's why it is coming under Automation and workflow how many are in process you can still read down how many are in approval you can just click on my approvals and from here itself you can just select and click on workflow and you can approve it from here itself so this is a nice I would say look and feel and U you know if someone is facing some issue while you know going here and there from where to approve and all they can come here and approve their approve their workflow from here and if someone wants to see the in process of Automation and workflow submission error they can see from here another important thing what I liked in this dashboard is say even if this uh invoices were created manually system but you can still Leverage The automation functionality just selecting those invoices which you want to automatically you know submit into the 3 matching policy and then automatically sub submit into the workflow so you just select those invoices and click on include in automation okay you can just click on yes cancel so if you just you know refresh the browser you will notice those invoices what you have selected those are not into this manual entry see this this were this was 13 is a number and you have included those into the automation process and now the automation process is like in process 11 or workflow submission 5 let's see if I click on 11 and it will show you said automated receip matching not yet run it is it is waiting so that is how basically it is work and if you want to exclude this from the automation any time you just select those inves and exclude from automation okay so I have excluded this if I were just just you know for the interest of time if I just okay this like four it is showing as four so it will just exclude it after some time if you want you can resume this automation okay so now if I talk about this automation what is automation is very basically very simple the invoices which is coming from invoice capture app which is OCR technology maybe you know uh it can use the dynamic C capture or it is using another ooc capture ultimately those are coming from outside the 65 they are not created in the 65 right for those you can have a automation process which is under accounts payable module and accounts payable parameters and in the accounts pable parameter you will see the option called T tab called vendor invoice automation so those invoices which is coming outside of Dynamics coming from outside Dynamic 65 as invoice capture or any other app you can configure like automatic submit into the workflow so whenever those invoices came into 365 so those can be automatically submitted to the invoice to workflow but still you need to make sure your invoice matching is completed right for that this check product receip status before workflow submission needs to be enabled and automatically match product receip to invoice lines this also needs to be enabled if you want the prepayment prepayments also automatically be uh you know added into those product receipt you can also uh sorry not not product receipt in invoice you can also enable this and automatically create invoice lines based on the product receipt quantity you can just enable this you can just explore and as per your requirement you can just enable it so once this processor or or the options are enabled after that you need to make sure that some batch in the system needs to be you know in in in Waiting stage as per your record interval so automatic let's wait wait for some time so it is taking some time okay so if you see the automatic validate vendor invoice matching with product receipt automatic match vendor invoice lines with product receipt and automatic vendor invoice workflow submission these three batches needs to be you know up and running as a recurring basis then only this automation will work so as a summary what I can explain that any invoice which is coming from outside d65 as suppose invoice o OCR functionality invoice capture app those can be automated farther like those can be automatically matched as per the threeway matching policy and also once matched it can be submitted to the workflow event by which accounts pable uh accounts pable parameter and wet inut Automation and once those are enabled you can you know leverage this workspace in fully I would say because if you don't have this automation if you don't have invoice capture still you can use it but this automation right capture and in inot it will make no sense because you are not using it right but still you can use it like manual entry workflow all can be visible you can ize it but if you have OCR functionality don't forget to utilize this functionality like vendor inverse Automation and then once you have enabled it enabled it and come you know come into this vendor invoice Center it will you know you can use this workspace fully I would say so that is all about the vendor invoice Center new feature which has come in recent version I mean 40 version and I can reel down this number and it will show me the invoices in detail so that's all about the new workspace which Microsoft has know brought which is called vendor invoice Center that's all about uh this video what I wanted to Showcase and I hope you will be able to take this advantage and lbel this functionality in your organization or in your in your implementation right so that's it that's it for this video thanks for watching stay tuned for another video like this bye for now