welcome and thank you for joining us for iofm's virtual demo day we have a few housekeeping notes to go over before we start our next demonstration if you have any technical questions or issues using the webex platform please use the chat box and i will respond right away if you have any issues with the audio at any time please click the phone icon to receive the teleconference information for those that do need to call in to ensure call quality everyone's lines have been muted today but we do encourage you to ask questions throughout the demonstration please type your questions into the chat box and hit send to submit them at the end of the demo we will have our presenter answer questions and if we're not able to get to all questions we will send them over to the sponsor to get a quick reply back so please know that if we don't get to all questions we will get a response for you please note this event will not be available on demand please plan to attend the sessions that are of interest to you your webinar confirmation email provides you full day access and you can come and go as you see fit our next demonstration is sponsored by do app and our is going to be presented by amanda strickland who is the solutions consultant and at this time i would like to welcome amanda hi everybody i'm gonna share my screen so i'm with do app and this is me uh solutions consultant i've been with the company about a year and a half now today we're going to go over a solution overview the demo a little bit about our onboarding and then a q a session so with our overview um we're due app uh we're a software company solely focused on ap automation for d365 and ax 2012. we're certified by microsoft and we're headquartered in austin texas the duo provides you with everything you need for your accounts payable team for invoice processing including an approval workflow that lives outside of the restrictions of the built-in dynamic workflows that's designed specifically for invoice processing the coding of non-po invoices which can be coded to both ledger accounts or projects and the coding is validated in real time against the account structure that lives within dynamics we have two-way and three-way matching of po invoices so upon import the if the po is on the invoice image the system will match and bring in the po and pr automatically if there's any deviations in price quantity or the invoice includes any miscellaneous charges all of those adjustments can be done within the do app platform we also offer reporting through the power bi as a part of the implementation process we customize a set of reports based on your reporting needs we have a standard set of reports that we've used previous feedback on to develop and provide to all of our customers we keep detailed logs of all the actions taken within the system including an audit trail of all approvals taken on the invoice and any changes made to data in addition to any dynamics related messaging upon transfer and since we're built within the microsoft azure cloud and specifically for the dynamics platform we're continuously making sure that we meet requirements for compliance uh this slide just shows some examples of the data that seamlessly exchanged between doop and dynamics all master data lives within dynamics and we work with an api to fetch and push data between the two systems we have a job that runs twice a day that pulls in most of this data and then the real time touching is done with the non-po invoices with um when you're coding it'll pull those coding um dimensions in um in real time as well as your pr po and pr information that's also done in real time now for the demo all right so this is the duo platform and let me so this is a landing page that most users users will see when they log in to do app the look and feel of the invoice handling page will be determined by whether i'm set up as an ap or an approver as an ap i'll see all invoices that are ready to be processed as an approver i would only see the invoices that have been sent to me for approval in the workflow now the ap workspace is laid out in a kanban file so you'll see the previous invoices and this section shows invoices that were previously processed active invoices this section shows the invoice that i'm currently working on and it can be multiple so you see i have two pulled up here and it's based on an algorithm that includes invoice date due date and cash discount date so do app will suggest an invoice for ap to process and will bring that invoice up automatically from the next invoice next invoices section and that section is just basically a list of invoices that are waiting to be processed on the right this section will show the invoice image for the currently selected invoice once that invoice arrives to do app a pdf will load as well as an xml which is where the header data is sourced from and is a good source full a good tool for troubleshooting you'll also see the full invoice audit trail in this section so you'll see it here um any any information that's been um been added or edited or any actions taken like sent in the workflow will show here and this actually goes from import to transfer to dynamics so you see everything that's been done on that invoice and you can also add supplemental documentation so attachments here in the paper clip up at the top you'll see the workflow this is the workflow for the active invoice that i'm currently processing we can customize these workflows and set them to default in certain scenarios like if this particular preset is the workflow that we always use for this vendor we could set that up in the admin module as a default for that vendor these are called workflow presets in the onboarding phase we will work with your team to gather the workflow processes that you're currently using in your company to configure the workflows and that will increase the efficiency within the ap department so that that's not having to be built out each time the more defaults that you have in place whether it be at the company level the invoice level or the vendor level as described in the example before the more your ap processes will be automated and everybody wants to be fully automated right so the way you read this is that the current step is highlighted in green so you'll see the little green circle here and then once you move it into the workflow the next person will be highlighted in green and that's visible by ap at any point in the process your approvers will get an automated daily email or multiple emails a day if requested notifying the user of invoices waiting in their queue there's a hyperlink in that email so all that they have to do is click the link and it directs them to duo may get asked for your microsoft credentials when doing that um but you'll just um if you get locked locked out of your microsoft but it you just simply put in your credentials and then you get logged in to do up you'll also see that we have integrated machine learning into the workflow selection as well as in non-po coding so you'll see here in this section right here that machine learning can be utilized to automatically select the workflow based on percentages so machine learning can be utilized in the environments when it's not efficient to maintain strict rule-based automation for workflow selection and the system includes a powerful self-learning algorithm which runs in the background to find correlations between your invoice headers coding data workflow history this knowledge is used to offer the users the most probable workflows to choose from and all of it's happening in real time while you process the invoice so the more you process invoices the more smart it gets all right so i'm going to collapse this image so that i have more space and just kind of go over the difference between the po and the non-po workspace for non-po coding um open this up the user will initially see the header information and to expand it you'll just click the plus sign like i just did this is where you will code your letter ledger lines if you use projects we can handle that as well by changing the account type to code simply start typing the dimension and you will see the list start to filter based on what is entered in the field you will notice that duop is fetching the dimensions directly from dynamics as valid selections are made in real time we have tax groups and tax amounts we can handle any type of tax situation that you may have in place in your organization as long as it's set up in your dynamics environment the remaining amount is going to tell me whether i can move this invoice forward or not we can set up validation rules to make any of these steps mandatory or show a warning for specific workflow steps my remaining amount is zero so i should be able to move it forward if i wasn't and this this little icon would show up this one is actually for my other one so this one's good to go i could press the check mark and it would move forward um so before i do any of that i do want to make mention of the previous invoice section um you'll see that once i selected this particular row um this invoice it automatically filtered out my previous invoices for this one-time vendor vendor and the reason for that is that we have the ability to copy coding lines and so if you have um we have the the machine learning so let me open this back up and you'll see the machine learning populate we have this but until that gets extremely accurate so the more you use it the more it'll learn but in the beginning you can actually copy kodi lines so for example if you had if you were coding to 10 different dimensions you could copy those from a previous invoice instead of having to fill them out so that's pretty neat and then this is our our machine learning and i do want to point out that there's a lot of offerings out there that can predict coding for one coding line but doab actually can predict coding to multiple coding lines when i press the check mark to approve the invoice will move forward and it'll bring up the next invoice to handle so in this instance it would go to kristin and then it would disappear from my queue and it would i would be able to search for it but it wouldn't be in my outstanding invoices all right so i'm going to open up the po now po processing in um in due app is very simple as long as the po number is on the invoice dual app is going to look at the dynamics environment for that pio number and if it finds it it'll link that po to the invoice as well as any product receipts if three-way matching is being utilized from there it'll look at the matching quantity and the matching price for any amount differences and if there are no differences or if the difference is within tolerance which we can set up in the admin menu um then it will be um it'll go go ahead and go through um it otherwise it'll be forced into workflows so at the top you'll see that i have a workflow just in case um so if i need to make any of those adjustments and it needs to be approved it would then go to that person and we can also fetch from dynamics the order or the requester um so this is what my po workspace looks like you'll see the po number as well as the product receipts pulled in here um and if i need to update that i can click on the box to open the selection window so this data is being pulled from dynamics during the daily ax import but if a po has been created in between you can pull that data automatically by pressing the refresh button you'll see here you'll notice that i have a 95 difference if we open back up the invoice image you'll see that it's a miscellaneous charge we can add that miscellaneous charge here and that will also be transferred into dynamics um if you're going to be utilizing this you just need to make sure that the charge codes are set up in dynamics once i have that charge my difference will go to zero and i'm i'll be within tolerance so if we add that break charge for 95 you'll see it automatically change that difference to zero my my warning goes away and i can send it along um a couple of things up here at the top um we have our transfer to payment this is a holding area for the invoices before they move into dynamics to give the ap team an opportunity to take one last look or make any changes before transferring the data we have a new feature that we can um we can toggle on auto transfer and this auto transfer will look for that check box to be checked and it'll send it in a batch every five minutes um so if you have that checked if you're you're going through and you click them um we can have that sent through um coming soon is the ability to have either auto post or auto transfer checked or unchecked um with within like a vendor setting in the admin uh we have our search screen um where we can it's permission based so you could search the entire database of invoices if you have that particular permission and then we have our admin the admin module is where the administrators can adjust the configurations and see the data imported from dynamics as well as set up approval limits and build workflow presets all right so let's back over into here um just a little bit about our mobile app with our mobile app the approval process is super simple and easy to use right from the approver's mobile phone utilizing the latest app technologies any user can easily navigate the do app invoice processing screen with little to no training at all within the mobile app you can access all the features of the desktop version on the go so for example you can see here that we have our invoice header information we have the full invoice image where you can actually use pinch zoom to read the smaller text on the image if necessary we have the full approval workflow so you can see where who has already processed the workflow or the invoice who will need to approve the invoice next and if the user has the proper permissions they can actually adjust the workflow directly from the app um it'll show any comments made by other users or make comments which are immediately available on the desktop version this is the really cool part you can actually add and edit coding on non-pco invoices so if the approver group has the permission to edit the coding the user can edit the coding directly from the application and it works exactly like it does in do app it basically will fetch those dimensions in real time from dynamics as the selections are made and automatically appear in the desktop version for anybody who's watching you'll also see an invoice history for the vendor that the invoice is being processed for and then we also have a full invoice history um in the hamburger menu um so you'll see here over on the side whenever the user comes into the mobile app they're actually going to see a stack of cards so utilizing swipe technology the user can swipe cards to the back of the stack and when the user arrives on an invoice that they want to process the user can swipe to the right to approve or click to open the invoice to see details and then from the profile the user can also toggle between their own invoices and any invoices of which they are the assigned delegate so in this example simon the mobile app is available in the app store and on google play all right so a little bit about our onboarding um we have three packages we have our standard package which is kind of more for like the do-it-yourself minded companies that don't need a lot of guidance but we're here for you premium which is a little bit more involved on our end and then we have custom where it's more of you're revamping your entire ap process we're redesigning we need multiple key user training sessions that sort of thing um with duop we have this we have streamlined the process of onboarding a new ap solution to be possible within five working days so this is possible because do up lives outside of the dynamics environment and simply needs to be connected configured and tested so here's how on day one consultant will kick off the onboarding and gather use cases as well as connect the duop and dynamics uat databases to ensure the successful transfer of dynamics master data and do up invoice processing the consultant will then configure the system to allow users to access and begin to utilize the application during the testing period on days two and three the consultant will hold a training session for the key users and release those users to test the application to ensure that it is configured for your organization and we provide a pretty detailed test case list to kind of guide you on that path of testing the system and then encourage you to use real invoices and and make sure that all of your processes are covered within the configuration that has been done on day four once testing is completed the technical team just needs to meet to connect the production databases of do app and dynamics and then complete the final configurations in the production environment and on day five the environment is ready to be rolled out to the organization and begin processing invoices this timeline is based on full resource availability and while it's not always realistic with the workload of the ap department we do have the capability to do so so as an example we had an onboarding project recently that went live in a month all while adjusting to the process changes that were caused by the pandemic in their organization all right so now we have some time for questions and we are moving into the q a portion of this demonstration if you haven't already asked your question or you think of any more questions that you'd like to ask amanda go ahead and type your question into the chat box and hit send to submit them to me amanda one of our attendees wants to know whether this solution integrates with any other erps other than dynamics not currently so currently we are only dynamics we are looking and investigating into moving into other erps in the future another attendee is wondering about the accuracy of the data through the process are you using ocr how accurate is the information how do you avoid exceptions that's a great question so we actually have a couple of ways to get invoices into the system so we offer a full service capture as a service offering that is um it includes uh real person validation vendor template setups all of that full service with a po box or email address that your vendors can send directly to them or you can have an auto forwarding that is a 99.5 accuracy um now that offering does have an sla of about 24 to 48 hours but we also offer a um we have a partnership with readsoft online which does utilize ocr and it's kind of more for those who want to have control over those vendor templates and so we have both of those are included and we do also offer integrations with any um ocr that the customer may already have we can work with that and that actually dovetails to another question we had from atd they wanted to know whether the solution can ingest electronic invoices yes another attendee is wondering whether you have a supplier portal so we don't currently have a supplier portal we do get that question quite often um we we don't right now walter is wondering how easy it is to configure workflows very easy i can actually i know you were gonna say that amanda i know i can actually show you let's do it yeah so uh pay attention walter so in our workflow presets in the admin menu it's basically just clicking and adding so you'll see here we have a workflow it's just a matter of clicking add approver searching for that person so let's search for brad adding brad um and then um we can also do things like split the tasks so we can have two standalone um workflows in here we can also do conditionals as you see here so we have um kristin kicks in at five i kick in at 10 000 in this particular workflow so it's very simple to do you can have as many we have some customers who have hundreds of defaults because they set one up for each of their vendors and then over here on the other side you'll see that whenever we're in here in order to switch the workflow it's just a matter of looking for it in this um in this drop down which is searchable don't leave this screen because stephanie has a related question she wants to know how do you set up workflows for special invoices such as those of high dollar sensitive suppliers or those that otherwise require multiple approvers okay so that kind of touches on the conditional so um you would basically um go back to the admin menu so we have our our conditionals so if in this particular situation if it was a four thousand dollar invoice it would never hit these people so in these situations you would be able to add um add in if it needs to be approved at certain dollar limits it would kick in here these also do have um approval limits associated with each user so if that user was in the workflow and they didn't have enough approval limit then they would not be able to participate in that workflow va wants to know how do you handle multi-currency invoices for different shared services centers so we do um have the ability to utilize multiple currencies within the invoice and we also have the ability to do inter-company invoices within duo sharon wants to know what is ax 2012 or d365 and we've already given you a spoiler sharon on one of these but go ahead what are they it is it is the um the platform that we integrate with it's the full financial where in in our case where ap would be creating pos and that sort of thing ax 2012 is the legacy and d365 is the newest version barbara writes we are having a challenge with invoices becoming stuck in an email workflow how does this solution help us keep staff accountable and keep invoice approvals flowing maybe talk about some escalation procedures for example amanda yeah one of the really cool things that we have is you can see up here i have simon as one of my tabs if you have a group of employees that um that are under you that are invoice are processing invoices you would be able to see what they have in their queue by clicking on them directly from your own in your own screen instead of having to you know impersonate them so basically you would be able to check in on them to hold them accountable for what um what they need to do and they also will receive that email digest once a day letting them know that they have invoices they need to process and they can access the system directly from that email using a hyperlink that actually brings us to a related question from lori she wants to know can approvers be automatically notified of invoices approaching their due date or their early payment discount date yeah so that is actually in the in the email digest it will have a table where it'll let you know what the due date is i think it also includes cash discount date and that email also on the app there is a very uh distinct exclamation point that's read that'll let you know that this has passed the due date or it's approaching the due date and it will also tell you how many days has to do it is sam is wondering whether you have dashboards to help senior management know where things stand with your operations your cash or spend yes so we have power bi report suite that we provide to all of our customers it just as part of the onboarding and part of the project itself that is very useful for upper management in looking at at a glance at where everything stands what you know what dollar amount people are um how many dollars people have approved that sort of thing and it's very very clean looking i think that covers mike's question but i'll ask it anyway he wants to know where is reporting done is it done in dynamics or do you export data into another solution rbi there you go walter again walter wants to know what does the query tool look like query tool oh what oh the the search probably probably all right sometimes we have to guess amanda at these questions that's fine so this is our old search and we don't actually have the new search in our demo environment yet because it's being beta tested but um right now it's kind of just a blank screen that comes in and we can um we can do a search like this our other search it actually looks really cool and um it'll have things populate automatically so it's not blank screen and then it's got kind of the way you're used to seeing things so filters for vendor company up at the top already where it's a drop down and you can select and then it automatically adjusts the the results in real time without having to press search and then that that search once it gets becomes available it is also exportable jennifer is wondering if you could tell her more about how you train users as they work from home yeah that's a great question so i uh personally have been remote prior to the pandemic right so we already had in place a lot of the the necessary tools to train and while we did go on site um to do some training i did a lot of mine over zoom or teams anyways so um basically um what we do is we just set up a time to to go over and i usually with the standard package which is the more the customer's more hands-on and it's more do it yourself it's really simple i usually have you know a meeting to go over the admin menu and how how to utilize all of the configuration tools and then i kind of set them free and let them play with it and i'm available for calls um if if they need any guidance and then i go and you know i i'm you know i'm a consultant for this particular software and i um i'm an expert in this but you know the users are the experts in their job so typically with the usability training i try not to focus as much on like telling them how to process invoices because they know how to do that it's more of a tips and tricks and how to utilize the system in the best ways and you know best practices and that sort of thing and then we um we'll have you know weekly q a calls where you know the customer will go gather questions as they go if they're not super important and then we'll go um into those in a just a full call so it's it's really um i'm with our team we're just kind of always available to um put something on the calendar to meet and it's it's really simple to do um the virtual platforms martin is wondering about early payment discount tools yes like uh like the cash discount dates um we do pull that information in um based on the you know the vendor defaults and anything that's sourced from dynamics that information will automatically populate on the header um once uh once used once the vendor is is populated in that header row um it will and it will honor that so it'll let you know what the cash discount date is the amount and then whenever it transfers over then it will be picked up from there we have a question from amanda presumably no no relation she wants to know is the reporting power bi integrated into the system or do users have to export the data themselves into the power bi tool no so we actually provide that data set for you from from the database like your particular database so essentially what you're going to get when we provide that we we create the power bi reader credentials we create the app we create all of the visualizations and then we provide that app and share it with you and so that's automatically updated when we have new releases so you know if we add columns if that data sets updated and it will it won't cause a delay in your your reporting needs but essentially it's going to live on the power bi uh side of things so if you have a power bi license and you have ability to look at those type of reports you would be able to access those from there so we are looking into putting a uh kind of a another tab up here at the top to link to your particular power bi app barber's wondering whether there's a minimum invoice volume or a maximum invoice volume that you recommend for this solution uh we don't we actually have we have customers all over the map um with um had the number of invoices and our our pricing is actually tiered um based on invoice volume va with another question this time he wants to know is the matching logic customizable according to the end user's requirements customizable um i don't know if i understand the question fully va give us some clarification and a mint will be happy to answer it yeah so basically it just does you know an overview of that it's basically just pulling those dimensions from the chart of accounts that lives within dynamics so whatever if you're if you're utilizing multiple companies and those companies don't share a chart of accounts it's going to honor that and it's going to look at the company and then it's going to look at what the available dimensions are in that particular company and pull in the proper coding tom writes in with a question that's top of mind for many ap organizations as they work from home are there any tools in this solution to help identify potential business email compromise attacks ooh um i'm not sure about that one um i will have to check with our our security documentation on that va wrote back in with clarification amanda the question is can i can i choose whether a transaction is two-way matched three-way matched or four-way matched so that matching policy is being looked at from uh dynamics so whatever it's set to and dynamics is what we're going to honor on our side a question from another attendee they want to know if there's any exceptions resolution tools that are available vis-a-vis your integration with dynamics um so i'm assuming that means um like an exception log system um so if that's the case we do have we keep complete logs so if there are any exceptions um so in in particular we have um invoice exception or like the invoice image exception so when they come through if you're using the full service we do have an email that gets sent out if a invoice cannot be [Music] processed um using the particular image that was sent to them um we also have in um and let me see if i can find one that has an error um so it looks like this one that kristen sent in has an error we do surface the dynamics error in the audit history so this big ugly error is coming from dynamics something about a cost center um not being allowed in combination with something else so it's it's warning that those dimensions don't work together um in this very long ugly thing but it does surface those um if it if it goes over with error sometimes it may it's going to still go into pending um but it'll let you know what happened and why and you can either return it back in here and resend it or you can update it in dynamics directly thomas know more about the security not only for the application but also for your mobile app um that i would probably need to just send you a security i'm i'm more on the on the the ui side and and usability but i i can send that security documentation so amanda question from me now we know that many iofm members are looking to automate this year as a result of what's happened because of the pandemic what advice would you give them as they start their automation journey whether it's coming from paper or refreshing the technology they might already have yeah i mean uh you know i had a i had a customer go live probably about a month before all of this started and they were full on paper before they put in our our solution they were you know walking from office to office handing off paper invoices with writing on it because whenever they would send in like their test or their their example invoices it was like dimensions were written on the page they were just walking between offices i've heard from them multiple times throughout this because they're all working from home now that this was a game changer for them because they can do everything without having to walk to each other's office they everything's in one spot so they can they have full visibility of everything that's happening everything transfers over seamlessly into dynamics unless there's some type of built-in rule that stops it impending and then um the app just in in general even without working from home people who travel um you know approvers who are always on the go they they don't have to open their computer to get to it they can just open their phone swipe around click and it's done so i i really feel that this is a really good tool and you know while while this may you know this is going to end at some point but i don't know that the virtual aspect of it is going to go away because it's working so well right now um just with you know within companies that i've heard they're they're keeping the work from my company and do app we've actually went fully remote so you know it's i think it's i think it's really useful um because it's all in one place keeping your consulted hat on for just a moment what's the biggest mistake folks make in your estimation when they're automating ap oh that's a good question biggest mistake like with our system or just in general in general um i would say not not fully automating so not utilizing softwares to their fullest ability um for example having this in place but um making it to where uh your pos have to go through the process of of a workflow each time whereas we can have it go skipped through the workflow if it's fully matched and tolerant so like not setting up um defaults um where you're having to select the the workflow i feel i feel like our system is so good at making it easy to automate that sometimes i think the biggest mistake is not fully utilizing that that's all the time we have for this demonstration i have just a few housekeeping notes to go over before we officially end and transition into our next session if you could please fill out the short evaluation form that will appear once you close out of today's event that will help us better serve your needs in future virtual demo days as a reminder this event will not be available on demand please plan to attend the sessions that are of interest to you your webinar confirmation email provides you with full day access and you can come and go as you see fit and your schedule allows thank you again to amanda for a great product demonstration and thank you to all of our attendees for taking time out of your busy days to join us this demonstration was brought to you by iofm and sponsored by duet up next we have