Advancing Vendor Invoice Handling in D365: Explore the Latest Features

Introduction

The New Vendor invoice center provides a workspace for users to view the overall processing status of vendor invoices at multiple stages. Which helps in making decisions and handling exceptions more efficiently.

Users can complete the following tasks in the Vendor invoice center workspace:

Manage vendor invoices.
Import invoices.
Apply prepayments.
Match receipts.
Submit invoices to the workflow.
Approve the workflow.
Post invoices.

First, we need to enable (Preview) New vendor invoice center feature in feature management.

Once, the (Preview) New vendor invoice center feature enables we can find vendor invoice center in accounts payable workspace.
Go to Accounts payable > workspaces > Vendor invoice center.

Here, we can see vendor invoice center workspace, as shown below.

Company: Here we can select any legal entity from drop-down to view the overall processing status of vendor invoices.

Vendor invoice center workspace contains the following elements:

Invoice processing

The invoice processing tiles show the different stages of invoices:

Capture and import
Manual entry
Automation
Workflow
To post

In the Invoice processing workspace, every tile has different statuses which help to review the detailed list of the invoices. For each invoice status, we can take quick actions which are available to help accelerate vendor invoice processing.

Capture and import

Under this Tile, User can find the following Invoice stage:

Imported failed – Here, user can find the invoices which are imported using the data entity, if it fails to continue in the pending vendor invoice. The sub-tile goes to the Vendor invoices that failed import page, where users can make corrections.

Manual entry

Users can find the Invoices in the Manual entry stage which can have the following statuses:

Without errors – here, we can find manually created invoices which are not complete, By clicking on without errors number hyper link.

Users can select the invoices and include them in automation by selecting the Include in automation button as shown below.
The processing automation batch job automatically picks up the invoices and runs the respective batch jobs.
The include in automation button is visible when either the Automatically submit invoice to workflow parameter or the Automatically match product receipts to invoice lines parameter is enabled in Accounts payable parameters.

With validation errors –

Users can find the invoice, which is manually created and contains matching errors, caused by discrepancies during the matching process.

The Accept price discrepancy action allows users to fix these discrepancies before they continue with the vendor invoice process. The action button is controlled by the Post invoice with discrepancies parameter from Accounts payable parameters.

With other errors – Users can find those invoices which are manually created and might contain errors.

Automation

In Automation tile, user can find different types of statuses:

In process – Users can find the invoices in automation processing, and we can't edit, if changes are required.

If a user needs to change it manually, click on Exclude from automation option allows users to manually exclude the invoice from automation processing as shown below.

Apply prepayment error – When the vendor invoice import process, prepayment will trigger if there are any existing prepayment is identified. An error might occur if the prepayment amount exceeds the invoice amount. Users must manually adjust the prepayment amount before they apply it, or they must completely skip prepayment.

Receipt match error – User can find the invoices which are received before the product receipt. The invoices do not completely match with product receipts, but the receipt matching automation job reached the maximum number of attempts.

Workflow submission error – Users can find the invoices during submission to workflow, different types of validations are applied to ensure invoices are accurate.

Users can click on the workflow option and submit the invoices for workflow.

Others – Users can find the invoices which are included in automation processing but are temporarily paused because of additional corrections required without automation-related errors.

Workflow

Here, user can find the different Workflow stages of vendor invoices:

In process – User can find the vendor invoices which are waiting for approval.

Users find the details as current approver for each invoice, the pending time, and the due date for the approval by clicking on the In process number hyperlink.

Workflow failed – User can find the invoices which are successfully submitted to the workflow, but due to an error during the process. by clicking on the Workflow failed number hyper link.

Users can also click on the workflow button from the below reference screenshot to get the workflow history. This error requires that users need to update the invoice or settings before doing resubmit the invoice to the workflow.

Workflow rejected – User can find the invoices which are submitted for approval, but it was rejected for specific reasons. The list provides the rejection reason that the approver provided, by clicking on the Workflow rejected number hyperlink.

Users can click on workflow option and can resubmit, recall, or view workflow history from here as shown below.

For my approvals – User can find the invoices which are submitted for approval in the workflow and waiting for review. This process specifically applies to invoices which are configured with vendor invoice workflow settings, by clicking on For my approvals number hyperlink.

Users can click on the workflow button to approve or reject the respective workflow, as shown below.

To post

Under To post tile, user can find the following vendor invoices status:

Approved not posted – Here, user can find Vendor invoices which have completed the workflow approval process and are waiting for posting.

Here, User can have a list of pending vendor invoices which have been approved with the workflow and waiting to post.
Click on the Number hyperlink to get into pending vendor invoice ready for posting page to post the pending vendor invoices.

Select respective vendor invoice and click on Post.

Now, user can find the message stating the respective vendor invoice has been successfully posted.

Documents not invoiced

Under Documents not invoiced workspace user can find different types of options

Pending vendor invoices

The Edit action lets users open a selected pending vendor invoice and do required changes.
The view all takes us to new page consists of list of all pending vendor invoices.

Open purchase orders

Here, users can select respective open purchase orders and can invoice by selecting Invoice now and also do Prepayment invoice, by clicking on Prepayment invoice now.

Product receipts

Here, users can find the list of products receipts and can also invoice them from the below shown invoice now button.

Find purchase order

Here, the user can find the purchase orders under filter option, shown below as required.

Links

Here, users can find the respective list of data for all the mentioned fields as shown below.

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Conclusion:

The New Vendor Invoice Center in Dynamics 365 is a powerful tool for businesses aiming to optimize their vendor invoice management processes. With its intuitive interface, automation capabilities, and detailed tracking features, it significantly enhances the efficiency and accuracy of invoice processing. By leveraging this new feature, organizations can reduce manual effort, resolve discrepancies faster, and ensure timely approvals and payments, ultimately improving overall financial management. For businesses using D365, enabling and utilizing the Vendor Invoice Center is a crucial step toward modernizing their accounts payable operations.

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Advancing Vendor Invoice Handling in D365: Explore the Latest Features