Maximize Efficiency with Vendor Invoice Automation Dynamics 365 for Teams

Vendor invoice automation dynamics 365 for teams

a screen one now something's happening yes here it is okay let's go well thank you so much thank you for having me um and with my colleague google to to spend the next 50 or 60 minutes speaking about uh vendor invoice automation i think it's going to be useful for people who haven't had the possibility to know more about the outback out of the box functionality about vendor invoice automation it's true that this functionality it's not too complex but in this session what we have done is to complement with power automate the idea is to enhance all this functionality in order to have you can see a real business scenario with uh uh all these uh all this functionality from people who don't know me um 11 years ago long time ago i studied at the first spanish community focus on dynamics 365 from the beginning of course as you can imagine was say x and right now we are roughly 6000 users of course everything in this content is is in spanish and this year we want to celebrate that we have uh over more than 10 years working together in the community and we want to to do a virtual event in april so if you can more or less understand the spanish every everybody is invited rincon dynamics um as android and and so i told before is a reference point from a stone for a spanish tongue uh content in in dynamics and it's uh it's working really well there are many many forums many many questions uh blogs and a lot of content and if you participate you can win a virtual ring coin and you can exchange ring coins with training for free there is inside online training with a lot of courses again in in spanish because i think with this with this language it's important to help for for people that they can have a good english level and it's a pity there are a lot of content in english but it's really difficult to find in your local language so for this reason we are making a lot of effort in order to have more and more people ready for for our technology i'm very lucky because uh also six years ago i studied up access here access your status as a personal project right now we are doing great great things uh we are working right now in our seventh uh go live big goal live with effano i think we are the first partner in the world with uh three mvps in fno so far and really lucky to to work with uh with a lot of talent in my company and great great people all my professional life working with with dynamics i started with the ax 3.0 and i've i've i've enjoyed to be honest with with this technology because grow a lot and and i'm i'm feeling close to to the product team and i'm enjoying mvp from the last nine years in a row so again i'm very lucky very lucky i can i've had the possibility to know and incredible people like so hi andre or others that right now are working in microsoft and of course if you want to to contact me it's very easy in twitter instagram or even if you want my my professional email for any doubt i'm completely open i come very well accompanied because um are you there hello let me switch on my camera to say hello hi hey i am jesus like the presentation said i'm a function architect in accessor and director as antonio i'm so glad to be there and surrounded such a great professionals but i want to apologize in advance for my level of english because it's not the same that antonio but i will try to do my best as i promise and that's it antonio please well thank you so much well it's it's a really really high challenge to speak in english and finally he is going to do a a very very good demo with the product um so again i will thank you what i we are going to to to see in this session we have a split in these four points i think it's interesting to speak more about the out of the box functionality in advance i think it's really really not simple but not too complex the vendor invoice automation functionality and after understanding this this point it's important to see how this functionality can fit in a real business case so our idea is to uh explain a real business case that we have found in in other customers and the way we have solved without code using power automate using vendor invest automation and i think you can uh go out from this session with a great idea if you want to deploy in your in your customers or in your companies hugo is going to explain the different power ultimate condition that he did for having all this demo working and of course the idea is not only to to see this slide we want to show you product we are a company that we love the product so our focus is to to see things working very fast this is not official this is point that i've seen interesting about vendor invoice automation functionality if you don't know anything about it it's not anything magic i mean of course if you want to import vendor invoice to the erp you need to have a data package you need to have data package with three entities if you want with the header vendor invoice header rendering boost line and if you want the document attached you need the the third the third entity you have you need to have this data package ready or receiving all this information in the erp after that there are many functionality that you also had in vendor collaboration portal like automatically submit import invoices well this one not simulate posting prior to posting the vendor invoice or automatically match product receipt with the three-way matching policy and uh when when the data package import all the all the invoices uh to to the system you have the possibility to set up insight to receive all these invoice in in a workflow the key all the the thing that it's really really interesting in this integration is that you can have all the error log and key metrics inside the erp i mean there is an specific workspace where you can identify very well the results about the integration how many invoices has been imported properly how many invoices couldn't import it and why what is the reason which error and we are going to see in the product and it's really really easy to understand that this functionality with the workspace enhance a lot the integration process so i'm going to change directly to um the environment we have created this this this environment to see um vendor invoice automation of course vendor invoice automation uh you need firstly to go to feature management to enable this this feature okay this is the the feature name that you need to enable with this uh functionality now there is uh different things that you can you can do uh before starting to using this functionality in accounts payable parameters here you can find in voice validation it's important at least if you are going to use this functionality to enable invoice matching validation this one and automatically update invoice header because it's going to be useful for the core for the workflow and in vendor invoice automation this is the option that we we've seen from the beginning where you can import the invoices directly to the workflow of course this is voluntary you can force manually the workflow uh even in this point you can match you can match product receive to invoice line um with uh each line that you you have set up previously the three way matching policy or if you want to do after after the workflow okay so we have this part settings i think if you go to system administration it's important in this in this section name process automations to enable submit vendor invoices to workflow this specific this is specific uh process the pdf it's not the pity but if you want to uh set up repeats by minute it's not possible because the the frequency the minimum is the hour so you have to specify by hour and to enable this process again we are going to see a workspace this workspace have a has a power vi and if you want to have your data refresh the vendor invoice automation should be refreshed for having the last date okay um this is the word this is the workspace this is the key point for me about vendor invoice automation of course we we haven't seen anything about um about data management but as you can imagine you need to configure if you want to import vendor invoices in the system you need to create a data package with these entities vendor invoice header vendor invoice line and vendor invoice document attached say that and we can go directly to accounts payable and the workspace here this is the workspace and you can have this information that it's extremely useful because you can see very fast what has happened in your integration process here for example we are identifying six invoices not imported if you click it's very easy to understand that concretely fb finish 15 the problem was with the currency so you don't need to create any integration developing locks because it's here is inside the system really really useful if we go here to defending invoices we can identify this form and it's really really nice to find for example this is one uh finish is 15 what has happened here okay you can have on the left side all the information that has been uploaded in the system and in the in the right side the physical invoice about your vendor so it's really really easy to see if everything is okay for a starting workflow process even if you want what we said at the beginning simulate posting if you want to match in details okay so and there is of course the possibility to start the workflow manually um i'm not sure okay yes the the dashboard this is the other part i think quite cool this is the power bi the entity that we have refreshed before and you can identify here imagine that you are having integration with all the companies i love power bi in this sense inside the erp because you can see cross vision with all the companies and you can identify reasons for automation failures invoices that fail to to input so really really nice to have what has happened about your vendor invoice entry this is interesting but again we need to understand more okay i have another package but the idea is how i can complete this data package to have information inside the data package to the system and we have created this business case a customer requests to develop a new process in order to automatically import external vendor invoice they don't have any system and they'd like to have a process where the invoice inbox email becomes the first point to start from a vendor sends an email with one invoice to the company and the system should identify that it's a vendor invoice and recognize information in the received pdf file we are going to use here ai builder because this way with power automate we can identify information inside the pdf and to create automatically the data package we are going to see with different excel header lines and document attached the customer wants to have the control for all the results acquired included errors and he wants to receive a notification we don't want email in microsoft teams when a new invoice has been imported by using as much out of the box dynamics 365 platform as possible so this is uh i think a really really normal requirement that we can there are a lot of a lot of companies saying i need an ocr i need an ocr okay let's start using aei builder a builder is fantastic for doing this kind of thing and you can complete the process with power automate i'm going to share our design solution this is what hugo is going to explain better with the product directly we are going to receive an email a pdf where our vendor is going to send an email to our mailbox and we are going to find a vendor using the sender's email if the vendor that we have detected is uh set up previously as uh approve a vendor in the system the power automata starts it starts how the first thing that we are doing is using a i builder form processing hugo has spent time in training the model of course this is not magic again you need to train your model you need to say to the system this is this format is here the date the date is here the invoice number is here the concept is here taxes and everything but aa builder works really really cool when the alb ai builder uh did its magic we can identify a lot of information inside the pdf and we can create um three different files these three different files everything is inside sharepoint you can see that's very big and we are adding a row inventory invoice header we are adding for each invoice line i adding a row inventory invoice line and of course we need to create the third file for the vendor invoice document attached as you know the data package in microsoft dynamics has a specific structure and we need to get header and manifest to create the data package when we have already done everything we can use on a specific function in power automate to create a data pack including all these files and after that is when you can set up a post function send data packet to three v365 using dmf api so this is the the way that we are sending all this information to dynamics when the system detects that this uh this uh action has been done we post a message in tim's channel and finally with this information you are in your teams working you receive a message and you go of course to a funnel to continue with the uh process to finish the process so i think uh this is what we are going to see working and google if you want you can start explaining how you have done all the power ultimate conditions okay let me share my screen okay here we go well the the idea in with this power automate is avoid the need of to create all condition to get errors in power automatically of course you can you can send information directly to the data entities and not using data package but in this case you need to create all the conditions about get errors and if uh if invoice can upload to the system directly you need to create an intermediate platform to modify or verify this information and then send directly to ax in this case the challenging part was create a data package to send the relief to dynamics 65 and the i try to show you all the all the information you need to create the the power automate but first of all we need to create and train the ai builder model and you can you can start directly from this preview in voice producing preview because it's the same yeah or you can scr uh you can start from scratch but in our case we already have a model a training model a trained model and this model only have few fields okay no not that much but because it's very simple and if from one one or two months the them this kind of models allow to create collection because in the past you need to create one model for each vendor and this is a mess because you need to put in the over automate the condition that what kind of what model you need to use depend on the vendor in this case you can use different collections of course the fields are the same and in this case you can use only one model this model for example is very easy model you have this kind of fields invoice bank accounts superior date currency something like that and two tables they like the the the detail of the invoice and the detail of the taxes of the invoice okay and with this model we can extract all the information this is the standard functionality of a ai builder okay and we have the the model created we need to create on we need to configure some information directly in dynamics defy first of all we need to create an app in in microsoft azure create a an application to get the permission okay to the erp all the all the all the permission to access to the erp and when you have this this application created we need to go to data management okay as antonio says you need first of all you need to create a data package using to export the package to get all the information all these three entities and then create another one for import portals this this data package is the is the the point of entry of all the information already invoices and in this data package we created this a cool okay using the same application this application this one okay using this application it's this one okay and this a and one of course you need to create a secret to put in the in the power outlet but this is a standard configuration too it's not for vendor automation it's for you know the application information framework automation and but you need to configure first of all to manage the okay okay this is the the all the information that you need to create first and then when you have the model and you have the determination framework configured we can create this a power out of it okay this is our power at a bit it's a simple one because of course we can't spend a lot of time to get all the all the errors that normally happens or or something like that but for a demo purpose is enough okay the forward automata starts when when the inbox invoices inbox recite an email and then first of all a compare or search or try to find the the email okay from the primary email address from the vendor from the sender okay if if this vendor exists in the system in the financial operation okay go here a review if the format of the file is allowed or not in this in this demo only use pdf but you know you can use pdf gpe all remains format in this case if it's pdf the attachment of the of the document of the email sorry start the the ai builder to extract all the information get the attachment and then extract all the information okay again the tricky part here is manage to create the data package because uh to do this we need to create rows in in some fields in some nexus files and then compress these files in a zip document and for this reason we need to use a sharepoint in this case in sharepoint we have the three entities blank entities without any information okay the manifest and the package header and with this information we can create the data package but first of all we need to fill all the information in these entities and this is this is the purpose of the of the of the power automate er first we create the the header in this in this entity with all values or all values that the the the model the builder can extract okay then for each line of the table of the lines table of the invoice also we created all the all the information okay and finally attach the header this is the this is very interesting because if you try to create the entities directly yeah you know from power automate you can add information really to dynamics 55 the lines and the header entities exist are public entities but a document doesn't because attaches document need different structural information you can upload directly a binary file to the entities you need to create this kind of file let me show you this is the data package with the three entities and then you have this folder resource with vendor invoice automation document attachment and here is the attachment and you can't upload this kind of information without using a data package okay this is why we need to use this this information okay in this case we have all the information here and then read all the information from sharepoint the header from sharepoint the lines the attachment the package and the manifest and then we com we compress the file uh directly to our data package we create the data package okay we in this in this demo we are using this functionality but you have a all another superiors i don't know what is the name but in in power automate you don't you have more than one solution to create a compressed files and we created the header the line the attachment and of course we created the folders in the folder and the folder with attachment and the attachment into the compress file then we save the this is not needed it's not mandatory say the data package file in the sharepoint is only for trace purpose and then this is the the interesting part and we post directly the information uh to dynamic 65 using application information framework automation in this case this is the the the the address of the the environment and then the application the id of this one if we open this one and go to manager is this id okay is the idea okay then send the body the the document the data package literally and post a message in channel only for or warn a user that the the invoice has come in and is ready to to use in the in the in the system then delete the header delete the row delete the line delete attached as and that's it this is all the overall domain as you can see it's a simple one but but for demo purpose maybe it's enough let me show you a history of one of them to show you what kind of information reflects reflect the mail of course has arrived but let me show you this one okay this one pdf pdf start invoice in this case you have the document the the attach that touches the file the pdf and then the system extract all the information related to the invoice all the information with a for example the total amount of the invoice and the position of the of the invoice but the importance here is the values and the name the the date all the information and as you can see here all of that the extracted data have uh let me show you have one data this is important this is the the confidence value in this in this power automate we don't use the confidence value but in a real scenario you need to use because maybe the format is not uh not exact exactly the the format that normally the vendor sent to us and in this case you need to use confidence to make sure that the the the value of the field is okay it's not uh it's not a misunderstanding of the of the model and in this case of course you need to compare the confidence um because maybe it's less than than one the system not sure that if the correct one okay okay this is all the information extract by the the builder and then put the header here let me show you in so wrong all the information in the in the excel file the number of the invoice the currency the date the due date the imported amount the invoice account the invoice number all the information in the excel file of course the same information in the line here the number of the reference is not not exactly the the invoice number but we we use this number like a head reference the input line the nine all the information of the line of an invoice delivery name you know discount the price and then attach a document the internal the head reference again the name of the file name attaches to the to the email and the content of the or the file okay and this is uh and this is the department let me show you how it's running and send an email for example something like that this is the an invoice this is our invoice here with the number of the invoice and all the information okay and let me send to to the the inbox model and we need to wait a few seconds because it's not um normally spend 30 seconds 20 seconds more or less but it's on when it's on equation two two second or one second but let me show you in the meantime how it's work here we have message and the message have an estate maybe it's processed maybe it's processed with their word if if the if the the information is half error we can we can see in execution details uh the errors exactly the same is a is a dmif standard is uh that ammunition framework standard but this kind of information this kind of information for example because the the currency doesn't exist is exactly the same that the user can see as antonio explained using this a workspace this form is the same this is this is the way to simplify to a no a technical user or not consultant user with experience in in dmaf to see the the error in the documentation or the docs the docs say that you can see the attachment related with this invoice if the invoice has a roar you can see the attachment but it's not true because as you know in the that in the media if the if the header entity has error the second entity can't applaud because it's impossible uh a law some information related with another entity if this entity don't have any data okay and this is for me this is an error of the documentation i already uploaded to microsoft and microsoft is investigating but it's only the the only the only thing that that have an error right now and in this case the this is the as i say this is the screen with the errors and go back let me show you right now is in process and and this is in process because the power automate is sending the information okay and i resafe let me show you in my team a message from a flow from the front floor the pogba automate who said that the vendor invoice has been created uh with all the information started from ai builder okay and with a link directly to see the invoice okay in this moment the user can open the system and this let me check if i write down process it okay it's processed all information is already uploaded the user can go to the to the workspace and you have another one pending okay and is this this one this is the last one from today with all information and the attachment information and as the workflow is activated to to create to start automatically okay you have here automatic symmetry for status right now this is not not yet not just run in this case yes but not in this case and because that you can't delete the invoices you need to activate this functionality to delete an invoice if the invoice was wrong in this case and you need to approve or get the workflow before delete and and then the user can modify if needed some information okay one thing really interesting is um to select the po the purchase order because this here on the on there on the left side you have the possibility directly to to join uh with the let me let me first of all um so because you need to to end the workflow before before that okay in this case as you can see in vendor b automation history you have that this is not the one this is this one so [Music] okay if the if the workflow is assist okay you can you can edit and and modify okay yes well let me let me remove the parameters easy because if we have here the parameters we can modify this or delete the early okay go okay and in this case if you uh deactivate the vendor automation the workflow you lost the workflow then the power bi okay because not make sense the powerball is related to the automation of the workflow not related to the invoice pending or not imported related to the to the workflow in this case you lose but now we can edit and delete all the invoices because you don't have any automation here right now okay and as antonio say you can go here and in the header or here literally you can include all the purchase orders related with this invoice of course if the invoice include in the in the physical paper the information about purchase order this is something that you can put directly in the entities and if you put this information directly in the entities you can match when you create the system match with the purchase order and if you have activate the three matching the three-way matching functionality yeah what i said exactly a the system check first of all if the information of the invoice match with the purchase order and match with the packing sleeve and then match with the voice and you can automatize all the flow of the invoice and maybe maybe but as this is a short long shot maybe you can register the lead invoice in my opinion in the real life i i don't i don't think that you can do such thing because normally the this kind of department the financial department needs to verify information i need to check if all is correct but in theory you can you can do it of course compare it with the purchase order or approve a purchaser there uh packing asleep and an invoice the three-way match police uh okay and that's it the this this is the all the the flow and and all the information i don't know antonio if you you like to add on something um to be honest is um a software demo our idea was to to explain that fno right now can enhance a lot with power automate this vendor in boost automation it was the functionality that it was released uh very short in the very short time but i think the best idea is that user power automating in different business scenarios completed with fno finance or supply chain it's a really really nice tool for for having better deployments without code without developing new new things and this this this has been our our session i'm not sure if um if you have any doubt you want to to ask any question we are we are open for that thank you antonio and hugo for the great session on the invoice automation the invoice automation has always been a hot topic in the enemy's community and you know it's it's been great to see your session and the entire solution it gives definitely spark uh you know ideas amongst the community to follow your solution um i don't see any question yet on the uh chat um okay there is one one question i can see uh how do you trust the sender of an email i do not consider email a safe source when dynamics is down you are when to search and dmf import actions will fail did you apply a long retrying strategy to handle this for ddos email attacks do you guard for this by using power automate concurrency control yeah now of course the the email is not a trusted result but in this case you have only two to approach using vendor collaboration you know the the portal vendor collaboration and in this case you need to customize vendor collaboration because ready with the first question in the vendor collaboration you always need a purchase order to create invoice and if you some customer needs to create invoice without purchase order and in this case you need to modify the vendor collaboration functionality and to allow to allow to create invoice and then work with that and this is the most safely point of entry because you need a guest user in your azure active directory to to add the information in the portal to access to the portal and of course is the best way but some customers and you know needs to to to re to an email directly and in this case uh this is the the only way to do this you can you can check the email assist in your database or i don't know you need to you can put another information here not only the email maybe maybe i don't know in the email maybe some information but some customer needs recite or already already recite this kind of invoices from from evil but i totally agree that is not the most safely way to do this there is another question it is possible to match the imported invoice with the receipt id and receipt id of different purchase orders eh what did you mean with receipt ids the packing is not ready i mean the product receipts i guess okay okay yeah you can you can if the purchase order have quantity enough to recite some invoices from from from this purchase order the purchase order is still open and you you can recite another one invoice and another one invoice another one invoice okay uh until they when they they purchase order is closed because not not more quantity is open that's it but it's like the same functionality that we already have the vendor invoice doesn't change anything about the matching so yes you can match with the firm receipt okay there are some thank you comments great sessions and there is one more question uh is this functionality available on on-prem [Music] well this is our question because it's not depend of the dynamics device depend on the power automate and the right and you know you you need to create this is not on prem this is a hybrid model yeah you need to create the they get away with your finance and operation in you know on premise and you can do it but you need to to configure and hybrid implementation to allow this okay uh there is one more question um do you have experience with importing of vendor invoices that are related to projects and not yet in this in this scenario we only use purchase order think that is not so different but of course we need the project it's an information in the entity and um for us in theory is not a big deal but it's something that we need to test maybe the project category is something that we can have issues but yeah but but this is the same it's the same tricky part like uh the category you know the tricky part here when you recycle you you don't you can't use an item because the vendor don't have your items maybe external external code for an item but it's a tricky part and normally you use category and normally the approach in our customer is use a dummy category or a standard category and then the the the the user uh modify the category before posting the invoice because it's impossible to match the description of the invoice from a vendor with your categories is something difficult and also you need to put the financial dimension the cost enter the i don't know the mine account because this is something that you can extract directly from the invoice and what is the department what is the department that asks for this invoice what is the financial notice invoice you need to put manually in this kind of information all right oh that was a really great session and there have been few questions which you have answered very well um that's a nice session it's really a great topic and we're thankful that you have done it and if there will be any more question we'll be sending you to you on the email and people can contact you thank you to you congratulations for this interesting event um we continue with the with here with the next session thanks thank you so much you know bye bye no problem take care guys all right guys we have next session coming up from the andhri and it's about the dynamics security and it's a very interesting session we're looking forward for it