1. Capture Automation and Content Enablement with Dynamics
50 years ago the copy machine entered the American workplace. corporations have been dealing with the proliferation of paper and all the costs associated with it. Simple scan and archive was about a decade ago. Today its about capturing, safely storing, retrieving and collaborating with the critical docs that run your organization.
Brent Wesler
Managing Director
PIF Technologies, Inc

2. The Objective
Educate GPUG users on OCR capture and electronic document management (EDM) technologies
How to automate AR/AP - data entry, routing, matching, exceptions and posting tasks within Dynamics
Extract data from any computer generated document whether scanned, imported or ed
Leverage SMART OCR (artificial intelligence) technology to front –end your Dynamics ERP
Create custom buttons within Dynamics to reduce switching between applications

3. AP/AR Automation

4. Typical AP Process

5. Think About Your AP Process?
Accounting related processes are the most labor intensive, inefficient in a business
Labor intensive
Data entry errors
Unstructured documents
Varying page lengths
Different layouts for each vendor or customer
Different taxonomy of terms and synonyms
Importance of collecting valuable data and making available to Dynamics

6. Think About the AP Process?
The Manual AP Process
Document arrives via , mail or fax
A human has to classify, separate documents for processing
A human keys from image manually into your core system
Error prone
Time consuming
Expensive – salary + 30% wage burden
A human has to manually perform 3 way match
A human runs check batch, prints and attach all backup
A human has to route the document for approval
Vacations, task escalation monitoring
Time spent sneaker-netting the document around the office
A human has to manually post transaction to Dynamics

7. Benefits to Automating Capture
Reduce invoice processing costs by 80% or more
Eliminate manual data entry and reduce errors
Improve data accuracy through rules based validation
Automate 3-way matching for PO Orders/Invoices/Receipts
Avoid approval process bottlenecks
Keep staff productive by sending alerts and notifications
Historical reference and linking of related documents

8. What are Steps to Automation?
1. Capture from any source
Scanned Images
Fax Servers
FTP/FTP-S
Hot Folders
2. Software automatically classifies the document
Classification of multiple document types for separation and routing
3. Data extraction rules applied for varying layouts
NOT template based, uses knowledge base of synonyms
Supports spanning multiple pages
4. Rules based validation of data
Vendor look-ups
Mathematical reconciliations
3 way Matching
Duplicate Invoice Detection
Early Pay Alerts
5. AP review and GL coding
Review for exceptions
GL coding of invoices with no matching PO’s
6. Push the Extracted Data to Dynamics
Validated data is pushed to Dynamics as voucher or inventory receipt 1 2 3 4 5 6

9. Step 1: SMART OCR Capture
Capture from any source
Document is separated
Document is classified
Data extraction regardless of layout
AP review and GL coding
Review for exceptions
GL coding of invoices with no matching PO’s
Rules based validation of data
Vendor look-ups
Mathematical reconciliations
Send to EDM for Workflow

10. Step 2: Document Management (EDM)
Files released into EDM for final storage
Search by any extracted value
Related documents searching
Link PO, PL, Invoice, Check
Annotations
Electronic signature
Records management
7 yrs + 1 day purge
GL coding
Vendor Name: AT Sports
Invoice Number:
PO Number: 0899
Invoice Date: 1/1/2017
Invoice Amount: $20,223
Line Items
Item Qty Description Cost
X Beerings $2,133
P Bolts $4,788
EDM
Dynamics

11. Step 3: Document Workflow
Automate common, repetitive business tasks with document workflow
Matching – SUM or Line Items
3 Way Match
Duplicate Invoice Detection
PO, non-PO and/or inventory
Multi-step approvals based on any criteria
Vendor name
Cost center, $ amount
Validate data against GP
Vendor ID, Payment Terms, Address ID, GL codes
Mathematical totaling
Tax, freight, discounts, misc
PAY line credit/debit

12. Step 4: eConnect Data Integration
Leverage inherent GP tools for data integration
eConnect
Integration Manager
Auto vouchering or posting
Including distributions
Auto PAY line
Distribute total amount to: purchases, freight, discounts, tax and misc
Validation:
Pull and match vendor master, GL codes, address ID, distribution type, terms

13. Step 5: Line of Business Integration
Access documents, shipping confirmation through embedded button
Data from GP screen passed to Web Service, ODBC connection or script
UPS/FedEx
UPS/FedEx
Eclipse is a comprehensive solution comprised for four primary components:
Document and Data Capture for scanning and importing
Secure Content Repository with Power Searching capabilities
Rules-Based Workflow
Integration Suite to push and pull data from other business applications
EDM
VB Script

14. Step 6: Batch Printing
Physically and electronically print at same time
Automatically capture ALL internal documents
Purchase Orders
Packing Slips
Checks
AR invoices
Use zone OCR to separate and index batch print
Print Server
EDM

15. Content Enabling Dynamics Interface

16. Content Enablement- Objective?
Leverage screen data within GP to execute dynamic content
Using common GP tools to embed buttons within screens
When button selected, screen data passed to a programmatic script
Find associated documents
Search for tracking information
Start a workflow process
Trigger a process in another application

17. Content Enablement - Requirements
Must have the “Customization Site License”, plus “VBA Modifier” Installed and registered.
Export all original Forms as a package file before importing in case of mistake
Select “Microsoft Dynamics GP Button”, then tools, customize, customization maintenance.
Click on the forms you wish to backup/export
Select multiple by using the shift and control key on your keyboard.

18. Content Enablement - Setup
IF YOU SEE ANY OF THE EXSISTING FORMS WITH A “TYPE” OF “MODIFIED FORM WITH VBA” STOP IMMEDIATELY! These forms have already been modified and importing and new package files WILL destroy their existing forms!
To import your modified forms click the “Import” button and locate your Modified GP forms package.
These are workstation based settings that need to be performed on each

19. Content Enablement - Setup
Once the modified package has been imported click on the “Administration” button
Select on the “Alternate/Modify Forms and Reports” link
Enter SA account password for GP.

20. Content Enablement - Setup
Next you will see an active window popup in front of you.
For “ID” select the “DefaultUser”, for
“Type” select “Windows”
Now expand the Form/Modules you wish to display the modified form/buttons in then click on the “Save” button.

21. Content Enablement - Setup
Select “Purchasing” then click on the “Transaction Entry” link.
In the “Payable Transaction Entry Window”
click on “tools”
then “Customize”
then “Visual Basic Editor”.

22. Content Enablement - Setup
Expand each “Microsoft Dynamics GP Objects” that you just added (these should be highlighted)
Enter the VBScript of your choosing that will be executed from the button press
The Sub Name is the button Name
Once complete click “Save”.
For example:
Pass GP data to UPS

23. Content Enablement - Test
Click on “Transaction Entry” and try out your new buttons.

24. Q&A

25. Thank You Brent Wesler PIF Technologies, Inc Managing Director
ext.106
@GPUG