View vendor invoice automation results
This unit ties directly into the workflow setup from the previous unit and expands on viewing the results of the imported invoices. In the previous example with the accounts payable clerk at Contoso Entertainment, they'll now be tracking and monitoring these different invoices that have been submitted. Instead of manually checking each invoice, the clerk can go to the Pending vendor invoices page and get real-time updates on the status of pending invoices. From this page, the clerk can check if invoices have been submitted to the workflow and then make necessary manual changes to any invoice.
View results
When an imported invoice has been submitted to a workflow, you can view the automation history and the status on the Pending vendor invoices page. To access this page, go to Accounts payable > Invoices > Pending vendor invoices. This page will include a list of various invoices, along with their statuses, and whether the invoices have been received or not. In the following screenshot, some columns, such as Last match status and Automated submit to workflow status, show the current state of tracking these pending vendor invoices.
A situation might occur where an invoice fails at an automated step. When this situation happens, you can view the details from the error that appears. When the issue has been corrected, you can resume the automated process for that specific imported invoice.
Additionally, you can pause an imported invoice if it isn't currently in the workflow system or isn't used in the automation process. Depending on the status of the imported vendor invoice in the workflow, the Automation status will be updated, which you can access on the Vendor invoices page.
Note
You might not see the Automation status column on your Vendor invoices page. The reason might be because of the column that is showing up in the table. To view this column, select the ellipsis (...) menu to the right of the column headers and then select Insert columns. Then, find Automation status and add it to the table.
The different statuses that are tracked on the Vendor invoices page include:
Included - With this status, the automated processes that are defined on the Accounts payable parameters page are running as intended, but they haven't been completed yet.
Paused - A pause in the process might occur because of a failed step in the automation process. Another reason why a status of Paused might appear is if the Include in automated processing field is currently set to No. To view where the failures have occurred, you can select View most recent results.
In workflow - This status occurs when a vendor invoice has been automatically submitted to the workflow system or if the imported invoice has been manually submitted.
Workflow complete - This status is the final status when the workflow process has been fully completed for the imported vendor invoices.
Support invoice journal– There are two types of invoices: pending vendor invoices and invoice journals. The support for invoice journals has been added and is now available for general use.
Support Custom AI Model – While the prebuilt invoice processing model can handle a significant portion of vendor invoices, there are certain complex invoice formats that require customers to create custom models. In order to efficiently manage both prebuilt and custom AI models during the operation, administrators will need to invest effort in constructing workflows to incorporate and utilize these AI models.
Continuous AI Model training by exceptional data – In certain cases, the confidence score for specific fields in the recognized invoice data might be low. To address this, you can develop an application in the application layer that allows users to review and correct values with low confidence scores. The corrected data is then sent back to the AI Builder for additional training, aiming to improve the accuracy of the recognition process.
With the workflow editor set up correctly, you can have imported vendor invoices be uploaded automatically into the system for faster approval and posting. This approach reduces the chance of human error and frees up important personnel to attend different Accounts payable tasks.
Overall, the Vendor invoice automation feature in Dynamics 365 Finance aims to increase efficiency, accuracy, and productivity in the accounts payable process by automating invoice capture, data extraction, and entry tasks. By reducing manual effort and improving accuracy, organizations can streamline their accounts payable operations and focus on more strategic tasks.