IT28 GOING PAPERLESS WITH MICROSOFT DYNAMICS NAV Tom Taylor, Microsoft

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Tom Taylor, Microsoft

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YOUR PRESENTER

Tom Taylor

Partner Technology Strategist, Microsoft

12 years experience Dynamics NAV

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Why does a truly paperless accounts payable (AP)

process benefit your organization.

What steps are required to define a paperless AP

process.

How to process different paperless AP scenarios.

Where to learn more to implement Microsoft

Dynamics NAV 2016 paperless AP process today.

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Look at the problematic nature of manual AP

processing.

What are the advantages of adopting a paperless

AP process.

The impact: Bottom line cost savings.

Document management provided out of the box.

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PROBLEMATIC NATURE OF MANUAL AP

Inefficient

Lacks visibility

Poor controls

 Physical mail

 Hand keying and copying

of invoices

 Physical invoice approval

routing

 Excessive or

slow communications

 Email, fax, mail

 Ineffective problem

resolutions

 Manual storage

 Delayed receipt

 Lost or missing invoices

 Approval process tracking

 Performance metrics and

Service Level Agreements

 Accrued liability/

compliance reporting

 Lack of standard

procedures

 Lengthy audits

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DILEMMA OF MANUAL ACCOUNTS PAYABLE

Inefficient

invoice

management

Missed discounts Late payment penalties Unhappy vendors Inability to negotiate

better terms Source: PayStream Advisors, 2014 Microsoft Dynamics Report: Completing P2P with Cloud Technology

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ADVANTAGES OF PAPERLESS AP

Improved

invoice

management

process

What are the

greatest

benefits you

hope to achieve

from an

e-invoicing

solution?

Source: PayStream Advisors, 2014 Microsoft Dynamics Report: Completing P2P with Cloud Technology

FEWER SUPPLIES INQUIRIES 20%

40% REDUCTION IN FTE/PROCESSING COSTS 24% INCREASED ABILITY TO CAPTURE DISCOUNTS 20%

IMPROVED VENDOR SATISFACTION

57%

FEWER DUPLICATE INVOICES

33%

REDUCTION IN EXCEPTIONS/DISCREPANCIES

37%

BETTER VISIBLITY ACROSS THE TRANSACTION

45%

QUICKER APPROVAL CYCLES

39%

INCREASED ON-TIME PAYMENTS

70%

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ADVANTAGES OF PAPERLESS AP

Benefits of

approval

workflow

Quicker

approval of

invoices ranks

as the

top benefit to

approval

workflow.

PayStream Advisors, 2013 Invoice & Workflow Automation Report

Quicker approval of invoices

76%

59%

Lower processing costs

48% Increased employee

productivity

41%

Reduction in late payments

32% Improved visibility over

liabilities

22%

Increased discount capture

14% Better compliance with regulatory

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KEY BENEFITS THAT EMPOWER

Efficiency Visibility

Vendor Relations Control

1 2 3 4 AP Manager Director of IT or Dynamics  Solutions that are simple to administer and upgrade  Fits corporate IT strategy  Security concerns  Eliminate inefficiencies in invoice processing  Better visibility  Faster payment cycle time

 Time for analysis

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THE IMPACT: BOTTOM LINE COSTS

65.8%

30

14.3 $23.30

8.9%

DAYS

Invoice

processing time

PROCESSING

Cost per invoice

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INDUSTRY RESEARCH PAPERLESS AP

Source: PayStream Advisors 2014 Microsoft Dynamics Report

Manual routing of invoices

75%

Missing information on

invoices

23%

Large numbers of exceptions

43%

Lengthy approval cycles

30%

Lost invoices

37%

Decentralized invoice receipt

34%

80%

Lower invoice processing costs

AP processes can be drastically

improved with automation

Especially in the areas of invoice

receipt, matching and approval

workflow

Key areas for improvement: manual

routing and lost invoices

75%

Shorter invoice processing time

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DOCUMENT MANAGEMENT BENEFITS

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CAPTURE & STORE INVOICES

Incoming documents

Add PDFs or images as incoming

documents in Microsoft Dynamics NAV. Or

receive incoming documents sent directly

to the Lexmark Invoice Capture Service

(ICS).

Device camera integration

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EXTRACT INVOICE DATA IN THE CLOUD

Use low-cost Lexmark ICS

service

Rely on an optional, free or low-cost,

cloud-based Lexmark ICS service with

zero deployment, to extract data from

purchase invoices and credit memos in

incoming documents.

Avoid retyping data

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AUTOMATE DOCUMENT HANDLING

Approval workflow

Use the new workflow features to set up approval workflows

Automatic processing

Add workflows to automatically process any Incoming electronic document, for example: • Send & receive documents to/from the

Lexmark ICS service

• Automatically create draft purchase documents in Microsoft Dynamics NAV

• Post draft documents

• Create payment lines for posted documents

Define account rules

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FIND ORIGINAL AND CREATED DOCUMENTS

Find created documents

Quickly navigate from an incoming

document to generated purchase

documents or journal lines

Find original documents

On draft or posted purchase documents,

as well as journal lines, a link to the

incoming document, as well as any

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STEPS REQUIRED FOR PAPERLESS AP

OCR Service Setup

1

4

2

5

3

6

Job Queues

Approval User Setup

Workflows

Incoming Documents

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Go to OCR Service Setup

Set URLs to Default

Signup URL – Lexmark ICS

Enter credentials from email

Test Connection

Select Default OCR Doc. Template

Select Enabled

OCR SERVICE SETUP

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Job Query Entries Created

Start Job Queue

JOB QUEUES

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APPROVAL USER SETUP

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WORKFLOWS

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DEMO

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INCOMING DOCUMENTS

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Create from File an AP invoice, approve,

automatically posted and Payment Journal created

Send vendor AP invoice(s) directly to Lexmark ICS

Create AP invoice from camera via universal app

Correct OCR Data

3-way match (PO, Receipt, Invoice from ICS) with

inventory items

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DEMO

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How Do I: Create and use Incoming Documents in

Microsoft Dynamics NAV 2016

How Do I: Create an Invoice Using the Lexmark

ICS for Microsoft Dynamics NAV 2016

How Do I: Create and use Workflow in Microsoft

Dynamics NAV 2016

Lexmark Invoice Capture Service (ICS) for

Microsoft Dynamics NAV

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Lexmark Invoice Capture Service

Upcoming ICS Town Hall Webinars

How to: Set Up an OCR Service

How to: Set Up Job Queues

How to: Set Up Approval Users

How to: Set Up Workflows

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Have Your Own Dynamics NAV Test Environment

in 90 Minutes

Tuesday, June 07

1:15 PM - 2:45 PM

Room: Schaumburg C

NAVUG Primary Presenter(s):

Tom Taylor Partner Technology Strategist, Microsoft

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Azure Free one-month trial

https://azure.microsoft.com/en-us/pricing/free-trial/

Microsoft Dynamics NAV 2016 Azure demo environment

How Do I: Make a Microsoft Dynamics NAV Demo Instance

How Do I: Install and use the ClickOnce Demo package

To access Azure portal that are shown in above videos

http://manage.windowsazure.com/

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E-fficient E-banking is E-xciting

Wednesday, June 08

10:30 AM - 12:00 PM

Room: Schaumburg A

NAVUG Primary Presenter(s):

Jared Hall Senior Program Manager, Microsoft

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Contact information

Tom Taylor, Microsoft –

[email protected]

Please download the session slides from the

NAVUG Focus community

Please complete your session survey

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