hi everyone welcome to our demo with do app webinar my name is Brent Hammett Knar I'm the director of marketing for do app and I'm joined by my colleague Kristin Ewart who is a solutions consultant for do app that works very closely with our US customers the purpose of the webinar is to provide a high-level overview of the do app platform intended to help those companies that may be in the discovery and exploration stage of accounts payable automation solutions after this introduction Kristin will share what she's heard from customers regarding why they decide to work with do app and then follow with a look into the dual app platform itself covering some of the topics like ERP that that do app works with how invoices get in to do app the automated workflows and some of the main functionalities so without further ado I'll pass it over to Kristin Thank You Brent good afternoon everyone thanks for joining as Brett mentioned we are going to talk about do app today and why do app well do app is a fully automated paperless invoice processing platform we've designed it to help lower the cost of processing invoices manually and increase the efficiency within the AP Department a new app was built from the ground up in Microsoft Azure cloud and designed specifically to integrate with Dynamics d 365 in AX 2012 we've coded Accounts Payable best practices into our software and the do app team consists of folks with 10 plus years of dynamics and ax consulting experience due up lives outside of Dynamics and integrates seamlessly by utilizing its master data in business logic in real time so let's take a closer look so what is Accounts Payable automation would do app well we provide a fully automated ap processing platform for our users so for starters we offer a mail room service and these are a group of folks who wear create an email address were invoices to be sent to where mailroom team scans those invoices caps or captures the data on them and validates the data prior to importing into do app now if clients have paper invoices we will also open up a peel box for those to be sent to upon import into do app we provide fully automated and customizable workflows coding for non pio invoices we also include Pio matching so to weigh in three-way Pio invoices we offer reporting through power bi and as part of the implementation process we provide a comprehensive set of reports for the team to use one of those reports includes a fast clothes to be used at the end of the month for archiving all the do up invoices are stored on a dedicated database in the azure cloud and of course you can always have an offline copy of your data anytime you like we also offer project coding and ledger coding for non Pio invoices all of this works seamlessly with Dynamics so when ap folks are coding or Pio matching their their invoices its communicating with Dynamics in real time so let's take a look at what that looks like this is a picture of the master data that lives in Dynamics ok over here on the right hand side is the do app portion and you'll notice that do app is constantly communicating what Dynamics as the AP users are processing invoices once the invoice is fully approved its transferred from do app to Dynamics where the PIO invoices are posted through the pending vendor invoices table and the non Pio invoices are through the invoice Journal and then where payments occur in Dynamics just like you're using today so let's take a look the system this is the main landing page for the AP folks okay we call this their workspace now prior to logging in to do app folks are gonna log in to their dynamics so do app recognizes the ad credentials for that user and once they have their dynamics page pulled up they'll pull up a new page for their due up and it will log them right in okay so this is the ap workspace and we've designed it so that ap can see previous invoices that they that have been handled their active invoices section is the invoice that's ready for them to process and the next invoices section are the ones waiting in their queue on the right-hand side you'll see the invoice image for that particular invoice that's in the active section the audit history for that particular invoice and any attachments that may be tied to this invoice up at the top you'll notice that there is a workflow in this particular workflow is assigned to this invoice at the moment we have the ability to assign workflow presets at the vendor level so if this Acme office supplies comes in then this particular workflow would be automatically assigned to it alternatively the AP user has the ability to change the workflow just depending on the type of ins voice that comes in so let's take a look at the invoice that I have pulled up now it is a Pio invoice I have collapsed the right hand side my invoice if I need to look at it I can just expand it okay but collapsing it gives me a little bit of a broader view of the invoice handling page all of the header information comes into the system and pre-populates for the invoice if the PIO number is on the invoice it will populate here in the system now I have removed it for this demo but I'm going to go ahead and select the PIO from dynamics all of these POS are associated with this particular with this particular vendor I choose the PIO that is associated with this particular invoice it pulls into the system I do notice that I have a difference of $95 so I'm going to take a look at the actual invoice and I notice that there's a freight charge so I'm gonna add a miscellaneous charge code for Freight so that I can capture that $95 once that's added you'll notice that the difference amount goes down to zero it is highlighted in green which means it's within tolerance once everything else looks good for the AP user then they can move it through the workflow by clicking the check box so let's take a look at the next invoice which is a non pio invoice this in particular invoice came into the system there was no Pio number on the invoice so the system automatically deemed it as a non Pio invoice as an AP user I come in I take a look I noticed that my main account needs be pulled in I can also this particular line can be coded to a ledger account or a project account and for this demo we're gonna do ledger account I'm gonna select my main account it's gonna fetch the dimensions from Dynamics real time okay this particular main account did not have any financial dimensions associated with it therefore there aren't any additional fields if there were they would be right here showing just to the left of the amount field so the amount of the coded line is the amount of the invoice my remaining amount is 0 which means it's in tolerance this particular vendor does not need any tax groups or items tax groups but if it did I would fill those in as an AP person I make sure that there are no notifications in the upper right hand corner ok it all looks good so I'm gonna move it through the workflow and the next invoice has come in to the active section so the next invoice is Q is a list of all of the invoices that have come in AP has the ability to select which ones they would like by using the arrows after they've selected one of the lines all of the columns are sortable a to z and vice-versa we have a filter up in the upper left hand corner that will search the invoice handling page which is what's in front of you this filter is a contains logic which means that you do not have to be exact when typing in the vendor name or the invoice number you can do partial searches there is a search button up at the upper top header here this particular search is going to search the entire system this is an exact match so when searching here you will need to know the exact vendor name or the exact invoice number for example talked about the mail room service briefly in that invoices come through the mail room service they get scan captured validated and import it into do app if for some reason there is an invoice that needs to be handled straightaway right now then the users have the ability to add invoices on the fly this is permission based so if you want to hide this from folks you can but it is a it is a way for you to process invoices right away without having a one or two hour delay by sending it through the mail room service the caveat here is that all of the header information will need to be filled out we have the ability to set defaults at the company level in the vendor level so if you have a default company and a default vendor those fields will Auto populate but everything else will need to be filled in there is no OCR functionality tied to adding invoices manually let's talk about a little bit of the admin functionality up at the top this is also permission based but just to run through it quickly companies do app has the ability to handle multiple companies for the client if you bring them all in from Dynamics and don't plan on using them right away but you will in the future we can always make them not active the data will still import but it won't be visible on the invoice handling page for AP or any of the approvers the vendor section again all of this information gets imported into do app daily so vendors have the ability to or you have the ability to set a default workflow for your vendors as well as a default invoice type so if vendor a will always have this workflow and this invoice type and then that information can be set at the default right here that saves time on the AP step so they don't have to worry about making sure that that's correct or filling it in should it not be there the users are automatically populated and to-do app from Dynamics as long as they're active and dynamics they will flow in to do up if for some reason a user has moved on we can make them not active here we do keep them in do up though for audit history so if you don't want them to be part of do app anymore then we can just make them not active roles we can create any roles that you'd like these are the ones that we've created here for this particular demo environment but you can create any roles that you wish and then assign those permissions to those roles the workflow presets these are separate from the workflow presets in Dynamics however we could mirror the setup in do app if you'd like we've created our own workflow preset in that to make it more customizable for our clients we have the ability to do conditional workflow and what I mean by that is this particular workflow has myself as an approver but I kick in when the invoice is $5,000 and above and then Amanda is the next approver in line if for some reason the invoice is above 10,000 if the invoice is below 5,000 then Ana and Miko are the last approvers now that we call this a split workflow in that Ana and Miko both have to approve it before it can be final approved these are more robust than what we have seen in Dynamics which is one of the main reasons we decided to build outside of Dynamics user groups have the ability to create a user group so if there are a group of folks that are have the authority to approve an invoice but it doesn't necessarily need to go to each one of them we could create a group for them tie them all to the group they'll get an email stating that there there's an invoice pending their approval and one of them just has to go in and approve that particular invoice this is also a good way to manage approvers so if someone leaves then there's no rush to get the workflow presets or the user cleaned up here and do app because there will always be somebody in the AP group or in whatever the user group is to approve that invoice once the invoice is final approved we have a transfer to payment section and the transfer to payment section is one last look for that ap user to ensure that everything looks good so from the time of final approval to the time of transferring a couple of things could happen the vendor could go on hold the PIO could be unconfirmed the product receipts could be cancelled and all of these are hard stops for transferring into dynamics so from here the user would select the invoices they would like to transfer if they want to select them all there's a checkbox right here in the transfer field and it would highlight all of the ones available to be approved once they have selected the ones that they want to transfer they come over to the right hand side and they click the transfer button it's going to transfer these three invoices it's also validating that the data on the invoice is still compliant with what is in Dynamics meaning is the vendor still active is the PIO still confirmed are the product receipt still valid once it's done transferring it's going to give a notice saying this was transferred and if there are any errors it will tell the user what those errors are meaning the vendors on hold the invoice went into the pending invoices table or it went into the invoice journal unposted but the transfer to payment pages is as I said a last look for ap to make sure that everything looks good before going back into dynamics okay all invoices from do app are classified as auto post which means once transferred into dynamics as long as everything checks out it will auto post in dynamics which is why the transfer to payment pages of is an important step for the AP team okay so let's take a look at the mobile app you you you you the mobile app was designed for approvers on-the-go not necessarily for the AAP for the AAP user the mobile app is a native app for Apple users as well as Android and you'll notice that I have a set of invoices arranged like a stack of cards up at the top it tells me how in how many invoices are ready for my approval and it's gonna tell me who sent me the invoice now the functionality here on our mobile app is a swipe left to skip and swipe right to approve and so if I swipe this invoice to the left it's going to skip it and move it to the back of the pile if I swipe right it's going to approve it highlighted in green and you'll notice at the top I have the ability to undo that invoice okay it brought it back from the approval now that's about three to five seconds so just in case somebody approves something by accident they always have a chance to bring it back but only within five seconds if I need to look into this invoice I click on the invoice and they're going to show me exactly what I can see on the desktop it's going to show me the header information swipe left will show me the actual image if I want to drill into the image and do a zoom I click on the image and I can pinch zoom to make it bigger and to make it smaller I see the workflow okay who it came from and who it's going to next this one came from myself as ap and now I'm a reviewer and then it's going to go to Amanda for approval these are any comments from any of the weather ap reviewer or approver they will all be stored here the coding lines on the coding lines here on our mobile app are editable you can add a coding line or change a particular coding line this is the invoice history for this particular company and vendor now this is an important screen for a lot of approvers because that way they can see the history of what was approved previously so in case they have any questions they can come here as opposed to reaching out to somebody ok and they can certainly drill into any one of these POS POS voice is at the bottom of the screen there are always the returned invoice and accept invoice I'm going to go ahead and accept that invoice which means I'm going to approve it here in the icon on the upper left hand corner is the menu icon it allows me to take a look at any page without having to swipe through I can click on my icon and it will allow me to set a delegate now a delegate is someone who will handle your invoices for you while you're away ok so you can click on the the icon and select a delicate from anybody that's set up in the system that has the approval limits the same as you do once you set a delegate and then the timeframe that you want then that person will be able to log in as if they were you and handle the invoices that you would typically handle now all of that information is stored on the audit trail for future reference that's an overview of do up I appreciate everybody joining should you have any questions please reach out to brent or visit us at do opcom thanks again thanks everyone