Invoice Automation / AP Automation

Invoice Automation - AP Automation Process

What Is Invoice Processing?

Invoice automation processing is the process your company’s accounts payable team uses to handle invoices from various Vendors. It starts when you receive an invoice and finishes when payment has been made and recorded.

How AP Automation works?

Vendor sends invoices to respective initiators. You can receive paper invoices, PDF, or other electronic means. The invoice must either be scanned or manually entered into Sysfore AP Automation System. In case of Scanned copy, Initiator can send to a configured e-mail. With the help of Cognitive service capabilities using pre-defined Invoice AI data model, data will be extracted from invoice copy and create an invoice transaction in the Sysfore AP Automation System built using Microsoft Power Apps & Power Automate.

Invoice Automation Process (Video)

Invoice automation details will be validated with the customer’s existing ERP system. Then, the invoice shall be sent to the respective stakeholder or budget owner for review and approval. The multi-step approval workflows take time but can be automated for faster and more efficient processing. This process is seamless, works smoothly with the Office 365 tools and helps approvers to use approve or reject from their mails in Outlook.

Once the approval process is completed, Finance person can post invoice to ERP system for payment processing. Here the direct integration with the ERP system is done, where the invoice entries and payment processing are initiated from within the Sysfore AP Automation solution. System does 3-way matching and the solution can verify all the Goods Receipt Notes(GRN), Purchase Order(PO) and Advance payments made against the same. Power Automate connectors are used to establish secure connection with ERP’s like SAP, Oracle, Dynamics 365 or use custom connectors for API’s provided by the ERP system. Thus, the entire process is automated, and no manual intervention is required except for the approvals or exceptions.

Advantages of Sysfore AP Automation

  • Reduce human error.
  • Easy track of invoices.
  • Avoid late payments which may leads to additional amount.
  • Integrating invoice processing with ERP.
  • Reduce manual work.
  • More Early pay discounts.
  • Increase Productivity.
  • Enhanced Insight with the help of dashboards.

Technologies Used

  1. AI Builder: AI Builder is a Microsoft Power Platform capability which you can use to bring the power of Microsoft AI to your organization, without the need for coding or data science skills. Reference link to know more about AI Builder Learn More
    • AI Builder helps in extraction of invoice data.
  2. Power Automate: How to use AI model in Power Automate?
    • Triggers when an email arrived to a configured Email box.
    • Create transaction in PowerApps with Data extracted with help of AI Builder.
    • Automates Approval process using outlook email.
    • Integrate with ERP systems like SAP, Oracle, MS Dynamics
  3. PowerApps:
    • PowerApps helps to create forms and also to represents data to users.

Automate your vendor invoice payments today!         

Blog authored by Abhilash M., Power Apps Consultant at Sysfore Technologies.

Migration of Dynamics On-premise to Dynamics 365 cloud Online

On-Premises-D365-Migration

A company can decide to migrate from on-premise to D365 cloud online for a variety of reasons, including improving employee access to CRM applications, avoid capex due to hardware refresh, lowering maintenance and infrastructure costs, facilitating integration with cloud-based social apps, and achieving a faster return on investment. Whatever the cause, the most important factor in realising this vision is the successful migration of CRM data to the cloud without compromising usability, accessibility, or efficiency. 

Sysfore has developed the expertise and structured methodology to streamline the end-to-end migration process, ensuring a quicker and more efficient migration to Dynamics 365 online. Sysfore adheres to Microsoft’s best practises as well as lessons learned from customer implementation, to ensure that online implementation and conversion to Dynamics 365 online are completed without data loss or unexpected limitations.  

Are you prepared to make the switch from older versions of Microsoft Dynamics CRM to Dynamics 365 Online? Let’s face it: in today’s cloud-first environment, on-premise implementations of Dynamics CRM are on their way out. The cloud version of the app is where the bulk of innovation takes place. The product was renamed Dynamics 365 by Microsoft after undergoing a complete architectural change and with seamless integration with Microsoft Office 365.  

Since version 1.0 of Microsoft Dynamics CRM, our team has been working with it. To execute a good migration, you’ll need a lot of knowledge about the product. We have extensive experience with both on-premise and cloud implementation models and can assist you with your transition. 

A good migration from on-premise versions of Dynamics CRM/365 to the online platform needs several considerations. 

A comprehensive review of your on-premise infrastructure and a detailed project plan are needed to successfully move from on-premise to Dynamics 365 online. To make a good migration, several factors must be considered. 

Key Steps – Things to Think About While Migrating to the Cloud with Dynamics CRM/365

Sysfore-D365-Migration-Approach

Standard Functionality Differences 

The amount of variations in overall features will be determined by the on-premise version of the software you are using. All use cases should be checked to assess discrepancies in functionality until the device has been updated to the most recent version (preferably in a staging environment). This can play a big role in the smoothness of the rollout and user acceptance. 

Evaluate the new functionalities 

One of the most common errors we see in on-premise to online migrations is failing to evaluate all of the new features that have been introduced to the platform. If you’re using an older version (4, 2011, or 2013, for example), your online subscription would include a slew of new, powerful features. Now is an excellent time to study and assess your current system use and make plans to take advantage of the new features Microsoft has introduced to the online platform. 

Customization & Reports 

It’s critical to review the existing customizations in the on-premise environment, this would help in planning the custom module built and plan how they could be moved to the Dynamics 365 online. The amount of work required to prepare your on-premise based system for migration will be determined by the version of the system you are using. Check for Java Script, Custom Code, the number of documents attached, data integrations, and third-party applications.  

In addition, custom reports created in SQL reporting services or other resources will need to be updated if they exist in your system. The online edition of Microsoft Dynamics CRM/365 does not allow direct access to the SQL database, unlike the on-premise version. To work with the cloud edition, custom reports may need to be modified to use Fetch XML or T-SQL.  

Storage Prerequisites 

In an on-premise model, database capacity is constrained only by the amount of hard drive space available; but, with Dynamics 365 online, space is allocated depending on the number of users licensed. File attachments will easily consume the available online storage. Be sure to assess your storage needs and budget accordingly, or try a different approach to document storage, such as SharePoint Online. 

Licensing

Assign each user to a Dynamics 365 certificate. 

The licensing model changed when Microsoft rebranded the software as Dynamics 365. There were three licence forms in previous versions: Essential, Basic, and Advanced. Application licences and Team Member licences are all available in Dynamics 365, each with varying degrees of functionality. 

A User’s application license allows them to use unique features (for example, Sales versus Service). A User with the Team Member licence can see existing records and manage activities, but can’t do the CRUD operations on the Master entities. When evaluating an online migration, each User must be evaluated to decide the particular features they need and the appropriate Dynamics 365 licence. 

Data Migration 

The most important step in the migration is the actual data migration strategy. From assessment workshop to the actual migration, there are lot of intricate steps to be followed. Microsoft has a standard data migration strategy outlined for reference.  

Some key things to be considered: 

  • Prepare the data model for the source and destination database. 
  • Data mapping, from source to the destination entities to be done 
  • Prepare the migration data environment on the on-premise and to the new Staging environment on Dynamics 365 online. 
  • Run the data migration with the migration tool based on the configurations required and validate the data based on the migration report. 
  • Repeat the data migration run with the tool and freeze for the final migration to the production environment as per the plan. 

Conclusion 

The benefit of the cloud is that it incorporates continuous development into the model. Indeed, for enterprise tech innovation today, the cloud is largely the only implementation model. Building business applications for the cloud has the added benefit of deploying enhancements and new functionality on the customer’s behalf inside a cloud platform that largely isolates customers from the impact of change. Because of this continuous improvement feature, the return on a cloud investment has a lot of room to develop without changing the overall cost of ownership. 

The Dynamics 365 family, should be on the short list for companies looking for the best possible alignment between application, technology, and the cloud. The time to prepare is now, regardless of when it makes sense to pull the trigger and make the transition to the cloud. 

Also Read More about – Low-Code application platform (LCAP)

You can talk to one of our solution experts today to learn more about you can leverage Power Apps and the Power Platform in your organization.

Sysfore is a Microsoft Gold Partner with unique customer stories using the Microsoft Power Platform. Being a low code/no code platform, partner could help customer in quickly building apps for their key business challenges leveraging the various solution components. As requested sharing with you the solutions which Sysfore has already built on Power Apps platform for customers.

Get Sysfore Cloud Managed Services For Your Enterprise

Sysfore, A Microsoft Cloud solution provider and a Gold Partner, uses leading network, technology, and service expertise to deliver our service anytime, virtually anywhere, quickly and efficiently. We have helped over 80 small enterprises and 30 mid-sized enterprises across the globe for a successful cloud migration in the past 8 years.
Contact one of our experts today and we will help you find the perfect solution for your business. Write to us at info@sysfore.com or give us a call at +91 (80) 4110 5555.

Building responsive apps using Power Apps Canvas

What is a Responsive design?

Responsive design by the terminology means a dynamic or fluid design, which can adapt to any screen size irrespective of the device on which the end user is using the application. One of the key aspects when a customer looks at new application development is the capability to have a responsive design for the application responsive Power Apps Canvas, which helps them to give the end users same experience on a large screen like in a desktop, to a mobile device like in a mobile phone. The need of a responsive design is becoming critical in every customer decision making whether it’s a new custom development or even a platform driven development approach.

Microsoft Power Platform, a low code / no code application platform (NCAP) provides this capability in the rapid application development using Power Apps. The key thing to note is the fact that in a traditional development, such a responsive development would require a good amount of work from a UI/UX engineer working in detail using CSS. This approach reduces the time taken for such development. 

How to create an new App using Power Apps?

Steps to create App.

  • Go to chrome and type make.powerapps.com
  • It will lead to sign in, give credentials Email and Password to sign in.
  • Once you login in left hand side you can see different options such as Home, Learn, Apps etc.
  • Click on Apps.
  • Once you click on App on top you can see New app option.
  • When you click new app, you can see 3 options such as Canvas, Model-driven and Portal.
  • Select Canvas
  • It will lead to new tab where you can find 2 options for creating app (Please refer below screenshot).
    • Phone Layout and Tablet Layout in Blank App (you need to insert all controls)
    • Phone Layout and Tablet Layout in Template App (prebuilt templates will be given you can modify)
  • As we are building Responsive canvas app, please select Phone Layout as your preference (Blank or Template).
  • For more detailed information on creating app please refer: https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/get-started-test-drive

Power Apps has provided some new features enabled to make an app responsive. We need to follow below steps.

  • Once you create app you can find on top menu you can see File, Home, Insert, View, Action.
  • Click on File.
  • On left menu click on Setting
  • You can see one more menu list beside left menu.
  • Click on Screen size + orientation.
  • Beside one more screen visible as shown in the below screenshot.
  • Off the Scale to fit, so that your app will fix to whichever window size.
  • Off the Lock orientation, so that it will not affect while your mobile rotation will be done.
  • To save the changes click on Apply and save the app and publish.
  • How to add screen and form?
  • To make the Form we are creating responsive, we need to follow below steps.
  • Click on Home option in top menu.
  • Click on New Screen
  • Click on Insert option in top menu.
  • You can see all different controls such as gallery, form, button, input etc.
  • Click on Form, you can see 2 options.
    • Edit
    • Display
  • Select Edit Form

Once you insert form you can see as shown in below screenshot.

How to configure form

How to configure form?

  • You can find on right side Property name called DataSource.
  • Click on dropdown of DataSource.
  • You will get list of entities (Tables), you can select for which entity (Table) you want create form.
  • Once you add DataSource, below Datasource property you can see Edit fields.
  • You can select fields of form which is required.
  • In below you have one more property called Default Mode
  • Select Default Mode as New for the new form.
  • In form on left side, you can see Tree View.
  • You can see inside form DataCard.
  • In DataCard you will be having 4 controls
    • StarVisible – If the field in form is required then star will be visible.
    • ErrorMesssage – If the field is mandatory, without filling this field if you try to save, then error message will be shown.
    • DataCardValue – It is used to enter the data by end user (Depends on datatype)
    • DataCardKey – Name of your field which you have entered in your table.     

You can see below screenshot how it displays if you try to submit form without filling detail which is mandatory field.

How to make the form as Responsive?

  • Set Columns to 4 (So that we can see 4 field in single row for browser)
  • Set form width property as Parent.Width (Note: Width will automatically adjust to browser or mobile width)
  • Set form Height property as Parent.Height (Note: If give Parent.Height it will set to screen height, in below image I have given Parent.Height-250, so that we can place Submit button below)
  • Select Datacard of your form.
  • Set DataCard Width property as Parent.Width./App.ActiveScreen.Size
  • Set DataCard Width property to all DataCard. (You can use Ctrl+A to select DataCard at a time)

Once you done with above steps you can see your form as responsive.

  • The below screenshot shows your mobile app while playing it will set to browser width.
View – Laptop/Desktop browser

If you reduce to half of your browser, then the form will automatically adjust to your browser size.   

View – Tablet

If you reduce to Mobile size your browser, then the form will automatically adjust to your browser size.

View – Mobile Phone

Blog authored by Jeniviya M., Power Apps Consultant at Sysfore Technologies.

Also Read More about – Power Apps Platform

You can talk to one of our solution experts today to learn more about you can leverage Power Apps and the Power Platform in your organization.

Sysfore is a Microsoft Gold Partner with unique customer stories using the Microsoft Power Platform. Being a low code/no code platform, partner could help customer in quickly building apps for their key business challenges leveraging the various solution components. As requested sharing with you the solutions which Sysfore has already built on Power Apps platform for customers.

Get Sysfore Cloud Managed Services For Your Enterprise

Sysfore, A Microsoft Cloud solution provider and a Gold Partner, uses leading network, technology, and service expertise to deliver our service anytime, virtually anywhere, quickly and efficiently. We have helped over 80 small enterprises and 30 mid-sized enterprises across the globe for a successful cloud migration in the past 8 years.
Contact one of our experts today and we will help you find the perfect solution for your business. Write to us at info@sysfore.com or give us a call at +91 (80) 4110 5555.