Uploading invoices to Invoice Capture
Ways in which invoice upload can be done.
First of all, you could do it manually using the “Upload files” button:
Another option is to define a flow through from Power Apps for Invoice Capture This allows, for example, that when receiving an email in a mailbox with an invoice attached, said invoice is automatically uploaded to the Invoice Capture space of received files.
Once the invoice is received in Invoice Capture via any of the above methods, its status will remain "On Hold" until the information is analyzed:
It will begin processing the data, for which it will go to “In processing” status:
Invoice processing
Once finished, the invoice will be transferred to captured invoices:
Upon reaching this point, if to process the invoice the system has read somewhere in it a purchase order code (as in the previous example) then it will be treated as a purchase order invoice and therefore will show a Header and Lines detail as shown in the following screenshot:
Once the invoice has been read, two things can happen:
- That the bill have no mapping errors and the system has read all the fields required for its transfer to D365 correctly: In this case, the invoice will be transferred and will be in the “Transferred” status:
- That the invoice contains errors: In this case, the review of the same will be initiated by means of the button Start review, where errors can be corrected and fields that have been incorrectly detected or not mapped at all can be mapped.
Once the invoice has been transferred from Invoice Capture, a pending supplier invoice will be generated based on the purchase order information included in the invoice:
- Process automation
This section is very interesting, since, when the invoice arrives to D365 from Invoice Capture, by default the system It does not include the purchase receipt information. which is linked to said invoice, therefore, you would first have to manually enter to reconcile the pending invoice with the receipt/receipts that the linked purchase order had.
At this point, there is one D365 feature that can be of great help: process automation.
With the proper configuration of supplier parameters and the process automation section in these parameters (as well as the invoice reconciliation parameters) the system may be able to link the received invoice that we have in Outstanding supplier invoices to the reception that has the purchase order so that the reconciliation between receipt and invoice is validated and the process can be recorded in one go.
From the Supplier Invoice Automation workspace, you can view the status of all supplier invoices being managed:
Additionally, one of the automated processes that the system allows to run in batches and launch on a recurring basis is "reconciling supplier invoice lines with product receipts":
Thanks to this configuration and batch work, the system will attempt to reconcile product receipts with pending invoices every X time, as shown below:
With this link between receipt and invoice, you'll be able to record the pending invoice. It's worth noting that invoices from Invoice Capture can be viewed on the right side of the PDF attachment recognized through Invoice Capture itself, from the pending invoices section in D365:
The invoice is registered:
Once the invoice has been registered, the PDF can also be viewed from the supplier invoice journal query:
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