Microsoft Dynamics 365 Business Central DEMO for the Bookkeepers
How to enter a purchase invoice manually? How to automate the purchase invoice process, review the vendor balance, and pay the vendor?
For small and mid-sized businesses that have outgrown existing accounting software, Microsoft Dynamics 365 for Financials is the comprehensive business management solution that easily and seamlessly connects people and processes.
In this scenario, I will show you how to enter a purchase invoice manually, how to automate the purchase invoice process, review the vendor balance, and pay the vendor.
We’ll choose an email from worldwide importers and then from the action bar select contact insights. Now we can scroll down and see more details. From the controls, we’ll select new and select purchase invoice. We’ll enter the vendor’s invoice number and then start to enter the line items. Here we’ll enter the word “Amsterdam”, and we’ll find that item by its description.
Next we’ll enter the quantity and then move on to the next line item. Here you could use the tab key to move to the next field. Enter in the quantity, we’ll put 42, and finally we’ll use the ellipsis to finalize this document. We’ll select post, and now we can minimize Outlook.
To work directly with attachments to the associated email, you can receive an invoice or receipt of goods from the vendor in your inbox. You can send the attachment to the incoming documents list of Dynamics 365 for Financials and the document itself, such as a PDF file, to an optical character recognition service. This reduces the risk of errors and increases productivity by allowing the attachment from the email, sending it to the incoming documents page in Dynamics 365 for Financials, and linking it back to the purchase invoice record.
So here we’ll open the invoice in our inbox, and the preview comes up on screen for it. We’ll select contact insights in the action bar, top left, and now from the vendor record we’ll scroll down and we’ll select the ellipsis to see more actions. Choose send to incoming documents. Sending this document to the OCR directly circumvents any approvals you might go through first and Dynamics 365 for Financials. If your company prefers to review before sending to OCR service, the user can select send incoming documents and this will appear on their homepage for review. We’ll select OK.
And now I want to move to Dynamics 365, so I’ll minimize outlook, and from the Dynamics 365 home page, under the activities, we’ll select incoming documents. At the bottom of the list, we can see our OCR purchase invoice. We’ll select that, and now from the action bar we’ll select send to OCR service. We’ll select OK to close the message. Notice now that the OCR status has been updated to sent. From the action bar we’ll select receive from OCR service, and our purchase invoice ending in 172 has now been created. We’ll select that purchase invoice that ends in 172 link and drill back to it, and now we’re ready to post this document through. We’ll go ahead and open the posted invoice, and now we can review all the details of the transaction that came in by email, was sent to OCR, and has now been created in Dynamics 365 for Financials and posted.
We’ll select vendors, select the Graphic Design Institute icon, and drill back to their record. Under vendor statistics, we’ll drill back on the balance value. We can see all the invoices that make up the current balance due to that vendor. We can close this window, and we’re ready to pay the vendor. From the homepage drop-down, select finance, select payment journals, select suggest vendor payments from the action bar. We’re now ready to print the check.
The benefits of using Dynamics 365 for Financials reduce the initial learning for a new system, reduce time and data entry process, improve control of the data and the business itself, limit errors, and ensure correct data entry. For small and mid-sized businesses that have outgrown existing accounting software, Microsoft Dynamics 365 for Financials is the comprehensive business management solution that easily and seamlessly connects people and processes.
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