Enhance Your Vendor Invoice Automation Dynamics 365 for Technology Industry

Vendor invoice automation dynamics 365 for Technology Industry

Welcome to our webinar today on an overview of AP automation features inside of Dynamics 365 finance my name is Dan Edwards and I'm a CPA and managing director with Crow LLP I've been implementing and supporting Erp solutions for over the past 30 years I've been working with crow in our Microsoft cloud delivery unit specializing in d365 finance for over the past six years so let's go ahead and jump into our session today let's start by taking a look at our objectives so the objectives of this session are to look at the new features that are available in Dynamics 365 Finance to help automate the accounts payable process some of these features have been with us for a few versions and some of them are very new including the most recent feature of the invoice capture solution in addition we'll look at the additional Automation and workflow available for applying payments prepayments matching product receipts automating the posting and we'll finish looking at some dashboards available to help analyze the results as you can see we have a lot to cover so here's kind of a brief agenda we won't spend a lot of our time or all of our time in slides there are quite a few slides because I want to make sure you you have something to follow along with but we are going to see the software in action so you know we're going to start at the beginning with what is AP automation we'll dive into the invoice capture app and that's where we'll spend most of our time looking at what is necessary to set that application up we'll do a demonstration of that and then once we have some invoices in d365 we'll look at the AP workflow and automation site so let's start at the beginning before we get into any of this and let's get a basic understanding of what do we mean by AP automation so let's take a look at this slide and this slide really gives us a vision of what AP automation could be you know I'm sure many of you are aware the AP process can be very labor intensive while there have been many attempts to improve this process through various tools like maybe EDI mini AP invoices still require somebody to sit there and read through them manually enter them into the system it may be also necessary to upload the the files they received or even scan those files in and attach them to the record so that they'll be able to have have a history or you know maybe they're still putting them in a file cabinet uh you know it's hard then for the approver to to track all of this so the vision is for a true vendor invoice automation is to reduce that manual intervention that's required uh while it'd be great to eliminate all manual intervention and you know the way they're talking about AI nowadays maybe that's going to happen at some point but that's still probably a pretty lofty goal uh so you know we look at kind of the Pareto Principle 80 20 and you'll have 80 percent of those invoices can be automated and be touchless and we only have to touch 20 of them we're going to be much more efficient so you know the vision starts with capturing those invoices using things like AI OCR machine learning moving that invoice in to d365 and then many of the steps you take in there like applying prepayments matching to the purchase order sending it off for a workflow on a meeting as many of those as possible so again you're only having to deal with the exceptions so now that we kind of have a vision and understand what we mean by by AP automation or vendor invoice automation let's start at the beginning so most recently Microsoft has introduced a new solution called the invoice capture app so this is actually going to move us from what has been our vision into reality so what is this invoice capture app it is an out of the box solution that Microsoft is delivering that will be able to listen to various channels for vendor invoices to come in so whether that's Outlook whether that's SharePoint it's going to be listening and then it's going to send them off into Microsoft's AI Builder so the artificial intelligence is going to read through that using machine learning using OCR using all the various components that they have there under the hood to read that data and then be able to bring that data directly into d365 Finance now the one thing I want you to be aware of don't look for this module sitting inside of your instance of d365 Finance this is actually part of the dataverse and what would be called a model driven app so it's actually going to be a different URL it's going to be sitting outside of that we'll talk a little bit about how that's accessed and how it's used as we get into the setup it is going to be licensed along with the 365 Finance there's still some some changes being made around all that so we're not going to get into pricing or licensing details so be sure to check with your partner or directly with Microsoft for that information as this module comes out so what is the process that we'll be going through here in the invoice capture app first you're going to work with your suppliers and probably many of them do this already and have them email typically your invoices to you so from your vendor you'll be getting an email probably a PDF in a lot of cases it could be a JPEG or PNG file there may be instances where they have a portal and you go download the invoice from them unfortunately maybe somebody still mails them to you so you'd have to scan that in but you're going to have those invoices come into one of the channels where power automate part of the Power Platform is going to pick this up detect that there's an attachment that it needs to look at and ship that off to the forms processing model that's part of AI Builder where it's going to then be able to look at that key information extract that out of that document even if there's lines and even if every invoice is not formatted exactly the same bring those through and then using RPA and power automate it's going to be able to match that information up with the fields that are necessary inside of d365 and bring that into d365 or the automation could continue to move forward and move this into a matching process an approval processing eventually a posting process so let's look at kind of the functionality around this module or or this solution and it's a new solution so this functionality is continuing to change as this product's been in preview for for many months and coming out here in general release so there have been changes so even from this webinar by the time you get ready to implement it there may be new functionality available so first of all we start with the different ways we can capture those invoices so as I mentioned and most commonly would be through Outlook so we can go through Microsoft Outlook 365 kind of an exchange back in which probably many of you are running today or you can also use outlook.com and be listening on either one of those channels now as I mentioned maybe you have to download an invoice off a portal or you have to bring an invoice in that you had to scan in well you could actually save that file off to a SharePoint site or a OneDrive file file folder that you've identified and bring those in and have those start the process the files that it's looking for are PDF files PNG jpeg Tiff files anything along those lines is what it is able to read once it reads that it's going to go through do the processing it will even double check to see if it's read that invoice before so if you accidentally get the same invoice and emailed a couple of times you don't have to worry about it actually reading that a couple of times it will actually stop that once the file is received and recognized understands that yes this is a file I need to process it moves it into what we call a capture State and this capture state is where it has started extracting the fields from the invoice and matching those in fields up to the fields that are necessary to create an AP invoicing Dynamics depending on how you have things set up if it passes all your rules it will go straight in to become a vendor invoice or pending vendor invoice inside of d365 Finance if it fails on some of the rules it will move into invoice review where then you're able to manage by exception and go in there and address the different exceptions that have come up on that invoice so let's take a look before we get into actually seeing this application run live let's just look at a few of the different screenshots so when I first go into the invoice capture solution you'll see I'm open up to a dashboard this dashboard is going to give me some analytics to let me know kind of what are the status of my different invoices what vendors am I receiving invoices from what invoices are being handled without exception how have invoice has come in over a different date periods so this kind of gives you a good overview of how things are running through the solution moving on from there the next area I would go to is that received files so this is going to keep a history of all those files that have been received in you can see here in my screenshot I have files that were emailed to me you know Outlook to Dan Edwards and then I have some that were dropped in a SharePoint site so I can see all of those and there's different filters that you can apply so I'm looking right now at received field files all but you could have files that have not been recognized or anything that's been canceled you can even write your own filters so you might want to do a filter just looking at files that came in through email versus being uploaded through SharePoint or something like that so now that I've seen all the files let's move over to capture so capture is the next step when it's recognized and received that file in and understands that this is a file that we're going to want to put into Dynamics it gets captured so I can see here in my screenshot I've got a couple invoices in the capture State one of them has been captured one of them is in review I can see there's a couple of warnings on those those invoices as well so what this allows me to do is simply click on that invoice number and I can drill down and see the detail that is come in with that invoice so first thing you'll notice there is there's actually the invoice so I can actually see what was emailed to us or dropped into SharePoint so then I can start seeing how the AI tool has read that invoice so the area in the upper right hand corner messages is is kind of the critical area so it's kind of giving me a confidence score issue here that it's not real confident about how it read this so it wants me to look at it looks like we have a currency issue so you'll see fields are labeled so I can put this into an edit mode I can make my changes as necessary once I'm done I can complete the review and send this over to d365 from here so that's kind of an overview of how the module works so again before I jump in and maybe run some invoices through it let's step back into how do I get all of this set up so the first thing you need to do is this needs to be installed separately so as I mentioned this isn't going to just show up in the next platform release or or any of the next releases in d365 it is a separate app that will need to be installed by your Power Platform administrator so it gets installed in the Power Platform there is documentation on how to do that I have the URL here on our slide and as you notice I'm currently working with the preview version but this will give you the link to go through the installation all the installation instructions are there as well there's some dependencies on having Power Platform having virtual entities things like that set up so we don't have time to go through and and do a live today it doesn't take a lot of time if you have everything set up that is required in your environment and again I would recommend starting this in your sandbox of course before you roll that out into production so once it's all installed you're going to need to get the URL the web address for this application because that's where you're going to launch it similar to the URL you need to go into d365 Finance you'll have a separate URL here to go into invoice capture and the first thing you'll see is there is a getting started page so this getting started page is really going to walk you through starting to configure this solution so it's already got the connection to d365 finance that's part of the installation so you don't have to tie it to the environment or anything like that what you're going to have to do is really just set up how is it going to operate so the first thing you're going to do is start by doing the channels so how am I going to receive invoices you might simply have one channel everything comes in it's emailed to AP mycompany.com or or something like that or it could be emailed to every email to Dan Edwards it could be everything gets dropped into OneDrive or as you can see in my screenshot I have multiple channels set up so I have the solution listening to my OneDrive I have it listening to SharePoint I have it listening to my email so you can see there on the the table the different channels that are available so once you go in to create that channel which you can do right there from the getting started page you'll see that you have the option to manage the flow I recommend you use the manage flows it's a little easier and less technical to set up you know I didn't get deep into my background but I'm an a CPA and an accountant I am not an I.T person and I was able to do the and manage all these flows without requesting a program or anybody to help me so when you set that manage flow to yes that uses the flow templates that come with the system so again those templates could be around outlook.com Outlook 365 SharePoint OneDrive so on what's nice is you can click on edit there and that will actually take you into powerapps into that flow so like in my case I wanted to set my flow up to actually look at email to the AP department versus email directly to me so I was able to just change the connection for this flow so now it's looking to email at the AP department so again you can set up as many of those channels they're pretty straightforward to set up another thing you can set up in this area is completely optional is the file filters so what this does is allow you to set up what the different sizes of those files could be what file types you accept and you can even put in some requirements around the file name maybe you tell all the vendors that it must start with invoice so you could put that in the file folder that way if you got any emails that have an attachment but don't have invoice at the beginning they won't see that it won't attempt to try and read that invoice so I when I was doing my initial testing I had no file filters on I was using my own email address and then other attachments were coming into the system and it was trying to to work with those so again I would go with an AP specific email but you could also do file filters to limit that one of the key areas you're going to want to set up after you've got the invoices coming in are the configuration groups so there are different types of invoices the system will work with it can take a PO invoice a cost invoice or an invoice that just looks at the header and not the line items so you're able to configure those through the configuration group another thing that you'll probably need to play with as you're working with it is the the review conditions and and how much tolerance you have in reading through that so if it gives you a score back lower than 50 maybe you don't want that invoice to go through even though all the fields are filled in so that's kind of what you're setting there in the review conditions and then over on the right hand side are all the different fields so you can see you can tag certain Fields as a mandatory you can bring other fields in you can remove fields that you don't want it to read into the invoice so you have control on that and across the top there you'll see the PO invoice the header only the cost invoice you can set those fields different on those different types of invoices so what is a cost invoice a cost invoice would be something not tied to a purchase order so that would not have a PO number on it it may be like the electric bill a lease payment anything like that that doesn't necessarily have a purchase order tied to it and in those you're going to work with the procurement categories or the expense types So speaking of vendors and legal entities and things there is some required data in the system so when you it uses the virtual entities to connect to d365 so it will bring in your different legal entities and it can also bring in your different vendor accounts so you can actually sync what vendor accounts you want to come over maybe you're only deploying this for one legal entity you could limit the vendor accounts that come into just one legal entity and then the last thing that we're going to work with in setup is mapping rules so when those invoices come in from your vendors how do they know how to get applied into d365 so you know AI is pretty smart but how does it know that invoice is to us and map or or whatever your legal entity might be so you can actually set up mapping rules to to help it learn legal entities vendor accounts items and expense types so what do I mean by a mapping rule here's an example of a mapping rule for the legal entity so I have multiple legal entities so when an invoice comes in if it has contoso entertainment in the company name so that's the bill to name that the vendors sending the invoice to and the address for that company has coffee Street in it that means it's my usmf legal entity so it's going to look AI is going to look for those two fields and if it sees that it knows to assign this to the usmf so you'll do the same thing with vendor rules if the invoice has vendor name of Ace travel assign it to vendor us 100 so you know because a vendor typically doesn't put their vendor number on an invoice so that's what you would do with the different mapping rules so with all of that that's a lot we've been going here for for a little bit of time a lot of slides so let's go ahead and switch out of slides here and let's go see this invoice capture application work in real life foreign switched over to Dynamics 365. so let's take a look at how we can get started with the invoice capture application so first of all here in d365 you'll see there is no workspace called invoice capture there's also nothing listed here in AP or any of the modules of for invoice capture because again if you remember it is going to be a separate tab in my browser here so this is actually the invoice capture application it's a solution running on dataverse in the powerapps but before we look at that let me just go show you here real quick in pending AP invoices I do not have any invoices here in this company and if I look out here in po received not invoiced you will see I do have a couple of purchase orders that are waiting for invoices to come in so let's go over here and take a look at the invoice capture application so as I mentioned in the slides we start with the dashboard so this dashboard has different views in it you can see I look at the last 30 60 or 90 days this is customizable you can make changes to any of these analytics change the dashboard but this really gives me a view of how the invoice capture app is running a count on invoices by vendor looking at my different volume by week things like that and then the next two options on the menu actually look at our captured or our received invoices but before that I'm going to come down here to the very bottom and go into the system setup so let's talk a little bit about the system setup and how it works before we actually get in here and use the app so as I mentioned you would this you'd have your power app administrator this they would link it to your d365 instance you'll be working with and then once they give you this address this URL you'd be able to come in here and then I can walk through this getting started page and get everything configured so this is where we configure those channels for receiving the invoices so if I come in here to configure you'll see I have multiple channels set up in my instance so I get an email coming to the AP team I can have emails dropped into OneDrive I can have emails dropped into SharePoint the default Channel I've turned on off I'm not using that I wanted to control the three channels I'm working with so I have those channels set up I don't have anything set up in file filters I let any files that go to any of those channels come through configuration groups if we go ahead and take a look at the configuration group this is where I am able to set up my details around the review con conditions so how do I want to handle invoices do everything need reviewed so that would be set to always I can only Force reviews on errors or Warnings or only Force review if I get an error so in my example if an invoice is read all the way through and there's no errors it's going to come out and go right through 2D 365. you can also set confidence scoring here so this is letting me know that based on how well what the confidence the AI tools had with reading the invoice if it's 50 or higher I give it an okay probably wouldn't do that low in a production environment but I wanted to be able to push as much through as I can I also then set up the three different types of invoices that we've talked about so you can see here do I get po invoices header only or cost invoices so you can see they give you a description here so it cost invoice is not associated with a PO header only is just the Header information and then you define What fields you're going to be extracting and bringing in and you can Mark additional required Fields like I have the due date marked as a required field or a mandatory field if there's other fields that you want to make visible you can go ahead and select that by clicking on the the managed visible Fields so I have my configuration group set up I have my channel set up I can have wow different legal entities set up so if I go into manage legal entities all this information came in for me automatically during the through the virtual legal entities but if I create new legal entities I can sync those over and then the last option was to bring in vendors and same thing here I can sync in vendors from All by a certainly validity or maybe I'm only working with certain vendors in this invoice capture so I could bring over just those limited vendors so once I've got the system set up the last part is to set up my rules so this is going to help the AI tool understand when it extracts data so it extracts on an invoice that you know maybe it says it's billable to contoso entertainment but what legal entity is that so that's what the rules are set up for so you can see I can come in here and I can Define my rule when they come company name contains contoso and the address contains coffee Street put it to this legal entity usmf in this case I've got some other rules here set up for my vendors so I think one of the uh invoices we may look at it's coming from Land packaging group so whenever the vendor name contains land it goes to vendor us 119. the reason we write this rule is because most vendors are not going to put their vendor number on an invoice you need to have that vendor number to upload the invoice so I could teach it this over time but it's easier to shortcut it and build those rules so I can build the rules around the vendors I can even build rules around my items so you may have items come in with different names or different item numbers from the customer or the vendor and and you can create those relationships here again helping that AI build that knowledge so it will process faster and then for the non-purchase order invoices you can use the expense types and this is working with the different what are called procurement categories inside of d365. so you can see when I have a rule for advertising if there's an expense type of advertising on the invoice that's the advertising type it will use if it's electricity then it goes to utilities so I've built all those relationships so with that being said I'm going to go over and whoops not leave the invoice capture app but I am going to go ahead and open up my email so if I open up my email here I just sent over an invoice so if we look out here looks like I just got an invoice I've got it a couple times I've done some testing but I just got this invoice in from Land packaging so normally in this case you would you know download this and start inputting it into the system so you know I can see a preview of this file so again there's that land name I can see the vendor number I can see the description all that well I don't need any of this information I'm going to just minimize Outlook because I'm going to go back over here to manage my invoices and we're going to start here at the bottom with received files because sure enough when that invoice came in I can now see that it is in my pending files so the system is currently processing this invoice so it has received it in it's recognized that that's a file I wanted to read and it's going to start processing that through the AI tools to try and extract all the fields it takes it a moment to start reading all that through if I come out here to captured invoices we'll see I already have a couple invoices that were captured and this new one from Land Packaging is currently in process right now so I'm going to go ahead and let that process we'll see what happens and in the meantime you know I have a SharePoint and I have AP uh for my OneDrive so I've got some other invoices out here let's see here's the the power company for June let's go ahead and drop that into one drive and then I'm going to go over here to SharePoint and I've got my advertising invoice for June and I'm going to drop that into SharePoint and let those files upload so hopefully if everything goes right I'll come back here to my invoice capture app and be able to see that those are going through so I just refresh my screen and I can see that the invoice from Land packaging supplier has been captured but it has one error let's go out here to received files and see it takes a few moments so it looks like the OneDrive for business has come through and already been captured so that is a good sign so let's go back here to the captured and well that invoice was captured I don't actually see it so I'm going to change to go to all because I want to see why I don't see that well that City Power and Light invoice if you look at it it already moved from captured to completed status so if I come over here to d365 go to my pending AP invoices you'll notice that City Power and Light invoice is already in the system so the AI was able to read it perfectly didn't have any issues picked up the the electricity was actually the utilities procurement category and it has put that into a pending vendor invoice for me so you'll notice when an invoice comes over from invoice capture it actually brings the document attaches that as the primary document and loads that information in so we've already got one invoice in by just simply dropping it there into our OneDrive I'm going to come back here to my capture or to my invoice capture app I want to go back here to these captured invoices and I'm going to take a look at this invoice from Land packaging because there's a problem it did not go through because it had an error and you'll notice over here on the right hand side I get messages so I see no item is assigned so it had trouble reading the item number so I can go ahead and say I want to start a review of this invoice and I can come in here and simply enter the actual item number that it was unable to read so I've gone ahead and done that now that invoice looks like it is okay so I'm going to go ahead and complete that and so you can see here I'm able to just manage by exception one invoice went through with no problem the other invoice it had problems reading the item number so I've read that item number I reviewed it and then just went ahead and transferred it so you notice I received a message here saying this invoice has been successfully transferred so if I jump back here to my pending invoices in d365 will refresh the screen and sure enough we refresh the screen and not only did we get land packaging supplies but it looks like the advertising invoice also has come in the system so if we drill down here on land packaging supplies we'll see the the invoices attached I've got the right item number it's gone all the way through the system so what you were able to see there very quickly is without much data entry I think I had to put in an item number because it didn't read that item number that the invoice capture module was able to bring all of this information in I have complete history so I can come out here and see all of my received files so again you can see here that the advertising came in from SharePoint the elect electricity came in from one drive the po invoice was emailed to us so I see all my received files I have that history it does check for duplications so if they email me that invoice again it is going to error out and not try and read it again I can also look back at all my capture so I can see all my invoices that have already been transferred over so I get detail around that my transfer dates all of that information so that's kind of an overview of what we can do with invoice capture and how we can automate all that so now let me go ahead and transition back to slides and we'll take a look at what happens to these invoices now that they're into d365. so all those invoices are now in d365 but we don't want to stop the automation with just the the invoice capture there's additional automation capabilities available now that we're in d365. many of these features are built around d365 workflow this workflow can be triggered when an invoice comes in through the invoice capture module or through any of the Imports and they've actually recently extended this so it can be triggered on manual entry as well so it can start processing that through matching product receipts simulating the posting moving it off to vendor or AP approval if you have AP approval needs and move it all the way through to even doing automatic posting so you know our goal is that those emails we received in or those files that we dropped into one of the channels could actually go all the way through the system maybe need an approval when they get in the system but once they're approved they'll go all the way through posting so as I mentioned this is built a lot around AP workflow so you do need to set up to turn on all the AP automation you have to have at least one workflow it's the vendor invoice workflow so you can set that up under accounts payable setup accounts payable workflows there's different types of AP workflows so you need to make sure it's the vendor invoice workflow that you're setting up and I'll demo that to you here in just a few minutes once we have that workflow set up then we can go into our parameters and I didn't put the the path to get to parameters but that's accounts payable setup and it's the first option there accounts payable parameters and so the first thing you would do is set up your invoice validation rules this is especially important if you're using POS and you need to do your three-way matching things like that so you can put all your tolerances and things in this setup screen and then the very last tab there on that payable screen is the vendor invoice automation we'll take a look at the screen in more detail but this is where you turn it on to automatically start this process when invoices are put into the system and then tell it to do the match automatically apply prepayments automatically and move through those different steps so this is what really drives that automate now where is this automation running it's all running behind the scenes and you can see that in process automations out under system administration setup and big key to when you bring up that screen is make sure you click on background processes and I've highlighted here circled them there in red four different processes that are running regarding AP Automation and that's the automated invoice workflow process submitting the vendor invoice to workflow validating invoice matching and vendor invoice batch processing so you'll see you can set up once those are enabled you can set up how often or how frequent they run so some of them I run on an hourly basis some of them I run every minute every 10 minutes anything like that you can also set up a sleep period so these aren't running in the middle of the night when nobody's using Dynamics for example with those processes running you can then see the history of what's going on these invoices so when these invoices were uploaded they were immediately put into the automation path and you'll see by by looking at the workflow history what has taken place on that invoice so if it's stuck if there was a problem you can see that on the workflow history and then since there's so much automation we need to understand how that automation works so there is a new workspace called the vendor invoice automation workspace and this gives you some key tiles to show you invoices that are in process and voices that are assigned to you things like that and then there's a second tab on that workspace that has some power bi built into it so it shows you kind of the results of what's taking place with invoice automation so you know now that we kind of have an understanding let's jump back over to Dynamics see what's taken place with those invoices that came in from invoice capture and how all this automation is working okay so we're back over into d365 I can see here uh based on my workspace I'm showing I still have three pending invoices I'm going to come over here to the vendor invoice Automation and this is the workspace I was mentioning where I can come in and see what the status of invoices are what's going on in the system so I can see those three pending invoices I have I will notice that of those pending invoices two are now assigned to me and one was not submitted to workflow so some of the automation has taken place something has happened on one of these invoices it looks like possibly holding it up so let's talk a little bit more about this automation so again I want to go into some of the setups so first of all I'm going to come out here to the AP workflow and this is the workflow I was talking about the vendor invoice workflow this is the one that you need to have turned on so I'm going to go ahead and open up workflow here quickly for us to take a look at for those that have not worked with any of the workflows in d365 it is a separate application that opens up you don't have to load anything it it does it automatically when you select the the workflow and if I wanted to create new anything like that it would open it up opened up their behind my browser so let me bring it forward and you'll see here it's kind of a graphical approach so I have all the different workflow elements here on the left hand side so I have automated tasks so I can evaluate the invoices against our different policies that we have in place in the parameters so that's kind of what I'm doing I start I evaluate against those policies and then I put a conditional step in here so if the invoice is less than 500 jump right to another automated task of posting if it's greater than five hundred dollars it's going to go into my approval path so you can build in those conditions you can put in different decision past so I could do a whole presentation on workflow and how you can build that out here in the workflow but we don't have time for that on today's webinar so I'll go ahead and close that and then I'm just going to come back to accounts payable and you'll notice I'm getting some messages in the system so we'll take a look at what Dynamics is telling me here in just a moment but in that invoice validation this is where you turn on that invoice validation and that you require approval on on posting any discrepancies this is where I set up my matching totals and if I allow tolerances I don't have any tolerances on the different charges and things set up I do have three-way matching turned on with a five percent tolerance allowed versus a price tolerance so as long as my invoices within five percent that's going to be considered a match so I've got to set those validations up so I can do the automatic matching and then vendor invoice automation this is where I turn it on to start running those processes in the background so the vendor invoice workflow I can turn that on and automatically submit the workflow I can make sure we're matched against a product receipt have that matching take place automatically so you can see here I have pretty much everything turned on so I can automate as much as possible now where this is all being run is in those process automations so I'm just going to go out here to system setup to process automations and remember go to the background processes and those background processes here I can see the automated invoice workflow and I've got it running every minute so that turns it on now you can come out here and view results so I can see that it succeeded in the past there haven't been any issues with it I can come out here to the submit vendor invoices to workflow and again I can view my results there and I'll actually see you know it looks like this is June 8th is when I'm recording this ing to my computer time and this is when there's successfully two were successfully submitted to workflow and there was an error on one so mentioned I have one invoice that wasn't in workflow so I can view the log and see oh it looks like that was a duplicate invoice number so maybe it got manually entered the invoice capture app won't catch a manually entered duplicate invoice number but unfortunately Dynamics 365 will depending on how you have the system configured so then I can see that my invoice matching is running as well so I can view my results on that I can see three invoices matched again on today's date and the invoice batch processing hasn't run yet because I haven't approved anything so we're we're not ready to run that so let's jump back I've got some messages here and it's warning me you've been assigned a couple work items so I'm actually the approver of AP invoices you know not very good internal control in My Demo environment but I do the invoice entry and the invoice approval so I can see Citywide advertising and City Power and Light are both ready for my approval so it's showing up here on my work list or you know I can come back in here to pending AP invoices and I can see that both of those are sitting in workflow if I go ahead and select workflow I can go ahead and approve those so I don't need to put in any message I'm just going to go ahead and hit approve and I'm going to go ahead and approve this one as well and then we'll take a look this land packaging did not go through to workflows so again I can view the automation history so I can see that it did the product matching and that it then failed on being submitted to workflow and we saw that when we were looking at process Automation and then I have the failed step so I can see how all that's progressed so you can see it there from the menu at the top or actually if you drill down into the invoice you may have noticed a new area here so I can see the step fail as well so this shows me the the Blue Lake shows me the view automation history and then I can view the most recent results so again it's showing me that that invoice number already exists so I'm going to need to go ahead and you'll make a change with that invoice number if I wanted to continue that forward so I can go ahead and save and submit this to workflow at this point manually so again it allows us to only touch things that have issues with them like this invoice did by the the duplicate invoice number so if I jump back out here let me look at my pending invoices and now I can see all three of them are in a process for for workflow so these have been approved so now that they've been approved the next time that process runs for the automation and for the batch posting those should actually post for me so that's kind of nice to see how that moves through the system so the last thing I want to talk about in the demo side is you know I mentioned this captured invoices is a separate Tab and for some people that probably works well I wasn't a real fan of that so I looked for other ways that I could get to these captured invoices here so what I'm going to do is actually grab that URL so I'm just going to do a control C there and I'm going to come out here to teams and I've you notice I've already done it here in my team so I can see my invoice capture actually appearing here in my AP team I can actually see my received files and the way I've done that is simply just clicking on the plus sign here to add an additional tab in teams I'm adding a website tab and so I'm just going to call this the webinar Tab and just go ahead and post that URL in and the key to make it look good so you don't get the menu across the top and all of that that is additional is you need to add Ampersand command bar so CMD bar equals true another Ampersand sign and nav bar equals off so it's true and off I'm not going to post about that channel I'm just going to go ahead and hit save and now you see those captured invoices are showing up in that tab will stay in there so just wanted to point that out as a little tip and how you can possibly work with the captured invoices as well the the invoice capture app and sure enough you look at that I just did a Refresh on my pending vendor invoices and they've all posted so that purchase order invoice did not require a workflow because it was 499 dollars I don't know if anybody caught that but it did not require an approval because it was under five hundred dollars so you've seen I never had to hit the post button all I really had to do with those two other invoices was approve them so hopefully you you saw that as we went through so let's just move back over and wrap up our presentation so let's just kind of summarize what we looked at today what you saw is there's quite a few features here in d365 finance to really help with your your AP automation that starts with the new invoice capture app that's using Ai and OCR integration to automatically read and process those invoices those can be coming from multiple channels we saw excuse me one drive SharePoint and Outlook all sending invoices in to the solution today the system is going to learn based on your Corrections and adjustments that you make as as it progresses so we'll continually get better as it learns different invoice formats and layouts and and sees that from different vendors once that moves into d365 Finance the automation continues and really allowing you to only need to handle those exceptions so as we saw one of our invoices came in with a duplicate invoice number we knew we wanted to accept that so I was able to go ahead and make the adjustment to the invoice number and push that through but my other invoices went straight to approval once they were approved they went straight to posting I didn't have to have any other involvement than that so you can see how this really can Inc pretty sure AP teams productivity allowing them only to manage the exceptions versus managing every invoice so with that I'd just like to thank everybody for joining me today uh taking a look at the AP automation inside of d365 Finance please be sure to connect with me out here on LinkedIn try to post different things around d365 occasionally and feel free to message me or anything if you have any questions so again thank you very much for joining today and have a great day