Advanced Document & Expense Management with Continia
Learn all about advanced document and expense management from TVision and Microsoft Dynamics Business Central 365 Add-On specialists, Continia.
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We’re now going to start the webinar. So, just a few housekeeping rules, first of all. Attendees will be muted and will remain so for the whole webinar. Please, can you use the question box to ask any questions related to the topic, and all questions will be answered after the demo.
If we do run out of time off, the question does require a longer answer, then we will answer offline directly. Please use the chat box for any questions related to the webinar, or if you can’t hear anything, or the presenter is going too fast, for example.
And please note, that link to view the webinar recording will be sent out to all the attendees. So, to introduce the webinar series, a top five things, this is a small amount of key points to focus on. Now, this is the 10th in the series of monthly webinars at the moment. You can sign up for one, or, we’ll be sending out e-mails to register.
OK, so my name is Karen, and I’ll be facilitating the demo today. I’m an Account Manager here at TVision. My background is 17 years of software account management experience working for ERP companies. Martin, from Continia, will be doing the demo, and he’s worked for Continia for more than five years, and is responsible for the solutions in the Netherlands, UK and Ireland, Martin does spend a lot of his time traveling to see customers, doing demos and visiting partners. And he flies to the UK about once every two weeks.
So the agenda for today is to look at the five key points when considering document management and expense solutions.
So, first of all, this is all about reducing the amount of paperwork and being able to cut out the manual stages in the processes.
With automating the processes, if there’s tasks that can be automated, then this is going to streamline your processes, enabling a clearer and more auditable system.
Then, we’re going to look at solutions on the go. So rather than gathering paper expenses, and needing to get to the office in order to have them approved, would it not be better to do this remotely, to minimize paperwork, not having to duplicate data.
With regards to simplifying approvals: do you currently have to wait for your approver to prove to be in the office?
Or have the time to actually go into a complicated spreadsheet? By automating the approval process using e-mail notifications and links directly to the digital version of the invoice and other documents, such as expense claims, they can be declined or approved and have information given over within minutes.
And then, we’ll just go to the benefits of the document management expensive solution. So, hopefully, from talking about the other four key points, you can visualize what these are, but to summarize the reduction in manual paper based tasks, which will hopefully free up some time to concentrate on more value added tasks. Also you don’t need a separate solution, the Continia solutions are actually within NAV when they’re licensed.
OK, say before I hand over to Martin, I’m going to do a quick poll to see how automated your document management and expenses solutions are. So, I’m going to launch it now, if you wouldn’t mind putting in your answers, and then I’ll let you know the results.
OK, just going to wait for a couple more people to put in their answer.
OK, so I think that’s for everybody. So, the results are that most people, some of the processes are automated. Spreadsheets are useful, some of the processes and then the rest of the saying that none are automated and their either manual and they use spreadsheets.
OK, so now I’m going to hand over to Martin who’s going to give you a brief overview of Continia and show you the demo. Just a reminder, if you do have any questions, please use the question box and there’ll be answered afterwards. Over to you, Martin.
Thank you very much, Karen. Thank you for introduction. Again, my name is Martin. I work for Continia and Continia is a Danish ISV and we make add ons for Dynamics NAV and Business Central as well.
We’ve been in a market for more than 25 years and we focused on creating solutions only for Dynamics NAV, we do not do something with Sage or SAP. We focus on NAV and we’re good at that. We have solutions for OCR, scanning, registering, and archiving your invoices. For example, we have a solution for EMEA outputs and for expenses and mileage claims.
We have more than 7000 customers worldwide using our solutions.
And document capture is the number one add-on for Dynamics NAV with more than 2.5 thousand customers worldwide using this.
The last thing before I’m going to start the demo for you as customers of TVision. TVision is one of our oldest partners in the UK selling document capture and document output and expense management.
They’re very experienced implementing this. So that’s good news, you’re not guinea pigs and Karen will tell you more about this later.
So now it’s demo time. These products can do a lot of things, and I do not have time to show it all. So I’ll first start off with document capture. Document capture is our solution for scanning, registering and archiving invoices.
Today, I’m going to show you how we process an invoice. How do we approve it? How do we post that and find it back? We can do a lot more. We can do order matching. We can capture multiple lines of invoices. But because of times, I cannot do this.
I’m sorry, I cannot show you this. Then I will go over to Expense Management, our solution for submitting expenses and mileage claims straight into NAV from your mobile phone, showing you that.
And I’ll close of this demo with document output, our solution for sending reports from NAV like your invoices, remittance advice as statements and other documents.
So, document capture, it will be fully integrated into your Dynamics NAV. It works on very old version of NAV 3.7 up to the latest version.
Business Central, all the functionality is the same in each version of NAV. So, if you use and maybe an older version of NAV, this may not look familiar, but all these functionalities are in your system as well.
So, to start off, we can select a role centre for the accounts payable team, and the top two tiles we can see Document Processing. And in Document Processing, you can see how many, in this case, invoices came in. The invoices can come in in three different ways: one, a local scanner next to your computer. You press to put one invoice on its press the button, and it will be sent to NAV.
It’s not used a lot anymore in the UK, but it is still possible.
The second method is to network scanner the big scanner on the hallway. You put 100 invoices on it. You press the button and it will be sent to an NAV.
The third method is e-mail, accounts payable or invoices at your company name.co.uk. Ask your vendors to send invoices to that e-mail address, document capture monitors it, and download them straight into NAV for you.
If you go run row below this, we see purchase approval and when we document capture, we can approve invoices, of course, and then there’s role centre.
A user can see how many documents he or she has to approve, and the same goes for the bottom row for credit memos. They can be approved as well.
I’ll get back to the approval process later on in this demo. I’ll first start off by importing some documents.
Before this demo, I’ve e-mailed some invoices to document capture, and they are ready now, that’s the part that I’m not showing you today.
I’m going to press the button import files. When I press the button, import files to OCR scanner will go over to PDF files, that OCR scanner allows us to do something with a text us on them. As you can see, it’s very fast. And, of course, we can also automate this process. So you do not have to press that button anymore, but for demo purposes, I’ll press a lot of things manually today.
So as you can see from now on, we got the invoice on the right hand side.
You got your to-do list up here.
The information will be later here and comments down below.
So, how does document capture work? We’re going to create a template per vendor. And on the templates, you’re going to say, how does document capture need to process your invoice? Today, we’ll start off with a simple cost invoice from Louis Home Furniture.
As you can see, I can zoom in and zoom out, scroll through the page, because it contains multiple pages. I can scroll through them as well.
Of course, we’re going to tell the system, does cost invoice? I want the invoice number, the dates I wanted to post on description, all the amounts. It needs to be posted to the Surgeon General Ledger account. Maybe I want to add some dimensions, like cost centre.
I set this up once. Next week when Louis Home Furniture just sends an invoice again, it will be processed automatically.
Of course, we can do a lot more than just simple cost invoices. We can also do matching against purchase orders.
And the unique thing about document capture, so that we can do this on a line level, so it can really check. Did you receive 250 mountings for £12.50, and 50 panels or 70, £70?
We can also capture multiple lines of an invoice, call this different general ledger accounts. At dimensions, you can fully call them to your liking, and document casuals would be able to remember this for you.
Again, I did not have time to show you everything, but you can contact Karen or your designated account manager at TVision for a personalized demo, and we can go through all these steps.
Today, I’ll start off with Louis Home Furniture.
Document capture recognized Louis Home Furniture trusted vendor. When I press import files, it started scanning the document, it found a VAT number, and it found a match on the vendor card of Louis Home Furniture.
If there’s no VAT number, it’ll look for company name, address, postal code, company name, contact, person, bank, account number, whatever you prefer to find it.
I’m going to press a button, recognize fields.
To start a process.
I’m just created the first template. We see a lot of things happening on the screen.
On the right hand side, orange and blue bar’s appearing in the middle data, and down below comments.
So if we look here on the left-hand side field, this is where the master template lies with document capture, is master template contains the most common fields that can be found on an invoice. Like invoice number, invoice date, or the number of currency code amounts, however, you as a customer could fully adjusted to your liking.
You do not need TVision, Continia, or a developer to at any field that you like, it is because we are fully integrated into your Dynamics NAV or Business Central and we have access to all your tables. So you can just say, I want information from this table, or maybe I want to write information into a certain table, if you maybe haven’t bespoke fields.
Maybe a bit technical, but just nice for you to know that you can fully adjusted to your liking.
If we look in a second column value, you can see that Document Capture tries to fill in as much as it can for you, however, the first time you need to check the … system, because sometimes it makes a mistake the first time, they need to correct that.
If I select a value, you can see it gets highlighted on the right hand side of the screen.
It will always jump to the page where it found, whether its on page number 1, 2, or three, it doesn’t matter, and you see big blue box.
You can see an orange box and the blue box.
Orange boxes, the header, that’s the word that document capture is looking for. And the blue box is the value.
Let’s say the system did not find the invoice number. For some reason. It will give you a message saying the invoice number is not correct.
How would I teach a system with my right hand mouse button?
I’ll drag a box around invoice number, with my left hand mouse button, I’ll select the Current value. Now the template is updated. It saves. You do not have to press any additional buttons now. The system knows how to find the invoice number for Louis Home Furniture the next time.
It found the invoice date, it finds a due date, and it’s validated due date with your payment terms.
If they do not correspond, let’s say you have 30 days payment terms, and the vendor wants 14 days, it will give you a message saying warning to payment terms on the correct.
However, it will always honour your payment terms, because your NAV is leading.
Of course, you can manually overwrite this later.
It found a contact person. We do not have an order number, this case, the currency code is left blank because it’s the local currency within an NAV.
However, we can handle any currency that you have, of course. All the amounts are captured.
Document capture validates all the amounts the same way as NAV does, so checks is 20% of the amount excluding VAT.
Are these two combined to the same amount included VAT? Is it a foreign vendor, it doesn’t need VAT, all those rules are set up?
You can have multiple VAT amounts, freight costs, whatever you prefer, discounts, no problem at all. We can capture it for you.
Because there’s a cost invoice, a system asks for general ledger account, that’s also, there’s red warning down here, no account is being configured.
I can open your general ledger account list like you’re used to.
I can scroll through it or type in a number that I want to capture, in this case, 8 3 3 0, and then the system will ask me, do you want to set this up as your default for this vendor?
If I press yes. It will not ask about it again. If I press no, I will have to fill it in again the next time.
For now. I’ll press as yes.
And that warning disappeared.
For the posting description, I can type something in manually, capture the details from template, or from the PDF file, whatever you prefer, can be done.
In this demo, I’ll make it easier on myself. I’ll say, use inspection and reporting fee regarding their fields.
The last field, invoiced as credit memo, document capture will be able to automatically recognize if this document is a PDF, sorry, it’s a PDF. If an invoice or a credit memo, double invoices will get blocked here.
And now this template is done.
I can do this in 30 seconds, after a couple of days and training from TVision, you will also be able to do this.
I’m going to press the button, register now, and now we’ll go into, for some of you, may be more familiar screen, the purchase invoice screen.
We’ve modified it a bit. So that you, from now on can see the original PDF on the right hand side.
You can of course, drag and drop it, and you see it over here.
All the details from the vendor are filled in.
You can see the lines that has created this case, only one, but this can be multiple, of course. We got a system called attach files. What we can do, we can attach any type of file to this invoice, and it will be saved for that invoice, and this can come in quite handy during the approval process. For example, you can track an e-mail out of your Outlook into here, and that e-mail will be saved, and everybody can see that.
I’m going to send this one for approval now.
The button sent for approval that I just press can be automated, and the previous button register, as well, as for demo purposes, or switched it off.
You can always see where it goes and what the status is, in this case, it needs approval by Richard Lumb.
Before I show you the approval process, maybe a quick, if I press Louis Home furniture again.
Document capture remembers. Now all the adjustments that you made on this template.
That’s corrected invoice number, it remembered 8330, cut the post and description.
So immediately your workload got a little bit less.
And you can. yeah. If you did it with every template within 2 or 3 weeks, everything with all your vendor setup will be OK.
Let’s say the vendor sends in the duplicate invoice, the system will automatically block it saying the vendor, invoice already exists, and it even shows you where it exists in NAV.
This is what I wanted to show you today about template making.
We can also approve invoices and we can do that either within NAV or within our Approval portal. What is the difference between the two?
Functionality wise, they’re both the same. The only thing is, with a web portal, you can open this on your mobile phone, on your iPad, anywhere in the world, as long as you have an Internet connection.
And you can access the Web forums with a cheaper variant of the Microsoft license, and Karen can tell you more about this after the demos.
Your colleagues will get an e-mail with a link. If they press that link, either NAV approval will open, or the web portal will open.
In this demo, I will start up the web portal.
We can approve while it starts up in various ways. We can set up approvers by vendor. We can set up approvals based on dimensions. We can do is based on amount for example. You can define a certain routing.
I’m opening the Web portal right now.
This is how the web portal looks like. Before I’m going to approve this invoice from Louis home furniture, you can look up in the archive. What did I approve last week?
If you look here on the top right, you can set up an out of office.
If somebody is sick or holiday, it will be forwarded to somebody else, and, of course, somebody in your accounts payable to you, an organization, can put this on for your colleagues, because they sometimes forget when they do this, when they go on holiday.
This is how the approval looks like. On the right-hand side of the screen. You get to see the original invoice, which you can scroll through and make it bigger, of course.
You can add comments and also use a drag and drop functionality.
I’ve added a comment now.
We can see some details from the invoice, the approval for us, in this case on the Richard Lumb. You can see the total amount.
And here we can see the lines.
What we’ve also included in documents capture is smart permissions. So what we can do, we can determine for approver, what they can and cannot change on lines. So you can say Richard Lumb can make changes to the general ledger accounts, but if he wants to make a change, he can only see the general ledger account into 8000 series, and he cannot see everything.
You can do this with item numbers, general ledger accounts, dimensions, project numbers, whatever you prefer, job numbers, so that they can only see, maybe a certain range.
You can also deny them the access to make changes, totally up to you, and you can code this.
On the top left, they can approve an invoice, they can reject an invoice, but then they have to fill in a comment why they rejected it. Or you can define reason codes for your colleagues to fill in.
We can forward it in multiple ways: My apologies!
We can select approve and forward. Forward without approval, and the last one forward and returned to me for approval, if you wanted to ask them information.
So, you can say, did we order a new laptop? You can send that to the correct person, did we order this? He or she can then say, yes, we ordered a new laptop for our new colleague, and then it comes back to you with a comment, and you can approve it.
We can also put an invoice on hold, if there’s a query, then you type in while you’re putting it on hold. The accounts payable team can see this, so if the vendor calls, they can immediately answer why it’s been put on hold.
I’m going to approve it now. Normally, it would have gone automatically to the next one, but I’ve only got one here now.
If I go back to NAV, you can see that we’ve got one release invoice now, it gets a nice green color.
And now I can post this invoice.
We can do to post in 1 by 1, in a batch, or job queue run for you, saying every day at five o’clock. Everything with status release will be posted.
After the posting process, document capture will stop and it will.
And the process that you’ve set up with TVision will continue, go public, go to the banking module, and one or two days the vendor probably gets paid.
So this is in a nutshell, the process of document capture.
A recap, the invoices will come in, either via the scanner or the e-mail.
They will get downloaded straight into NAV.
You will import them, at the moment, you import them. The system will recognize if you, for example, Louis Home Furniture and puts a template on top of it. It checks all the fields that you’ve set up that it needs to fill in.
If everything is OK, it can be sent to the approver automatically, he or she will get an e-mail.
He or she, they will then approve it, it comes back to the accounts payable team, they’re going to have a last look and then post it
How does the accounts payable team find their invoices back? They can do that in multiple ways.
One is Document search.
Every invoice that has scanned for document capture it’s fully text searchable.
So if you type in airfield , for example, it will find every invoice with the word airfield on it, and you can pass forward. Show PDF file, and it will open your PDF out for you. You can look on every word that is on the invoice, not just on the words in the orange and blue boxes, every word is indexed for you.
There are multiple ways, of course, because for fully integrated into NAV, we can access a lot of points.
So, for example, if we go to a general ledger account, and we go into the balance.
We can see an invoice over here, I pressed the button navigate.
And, if I now press document capture file, it will also open the PDF file.
You can press this button navigate in a lot of places in NAV.
You can do that from your vendor card, from your posted documents, VAT Entry, general ledger entries, and even more places so also be able to quickly find your documents.
This is, in a nutshell, what document capture does. It can do a lot more. But because time-wise I will move on to the next solution.
I’m going to go to Expense Management now.
Expense management is our solution for capturing expenses and mileage claims.
Normally, we do not do PowerPoints in our demos, but I had one slide that I got to show you.
So, before I start up the system.
Just to give you an overview, this is how it goes, so we’ve got expense management, which will be fully integrated into your Dynamics NAV.
Then we got the Expense Users on the left-hand side, that’s made expenses or mileage claims, and they can either do that via an App on their mobile phone, which works on Android, Windows phone, and iPhone.
They can also submit expenses via an Expense Portal.
Why do we want to use an expense portal?
On a day-to-day basis, we see that a lot of people work behind their laptops.
Maybe they book a flight or some train tickets, then they can just take a snipping tool to see, and then add it via the Expense portal, which sometimes is more convenient then the app. On the road, to probably always use the app.
These expenses and mileage claims, gets sent to Dynamics NAV.
They then get approved, either within NAV itself, or create a web approval portal that I just showed you, a document capture as well.
And the last thing that we can do, if your company uses corporate credit cards, it doesn’t matter which bank it is. You can upload your credit card transactions to an NAV.
The system will then try to match these credit card transactions to the expenses that the users have send in.
If the users have forgot to send in an expense, receipts or the system cannot find it, it will notify the user on their mobile phone saying, please submit an expense, receipts as soon as possible. So the save accounts payable team, some time, chasing everybody.
Let me show you how it works in real life. First of all, again, you can select a role centre in NAV.
In the top row, we’ve got settlements, settlements are like groups of expenses.
You can create a settlement as a user.
For example, I’m going to Denmark next week, for our monthly sales meeting.
Then I will say, create a settlements, a monthly sales meeting, November.
I will have my airline tickets, my hotel ticket, some food that I have, my taxi, when I fly back, our close off this sediment and send it to my Director for approval and he can then see you spent £300 during this trip, for example, and he can then approve it yes or no. So this is really bundling expenses together.
We can also send an individual expensive, of course, if you maybe got a parking ticket or something else, you can just individually send that.
We can upload your credit card transactions over here, and we can do mileage claims, submit them at the bottom. And the accounts payable team can, yep, access everything from here.
It looks a bit like document capture. Later in this demo, you will see a picture of the receipt here on the right hand side. You get to see your expenses over here, and comments down below, and accounts payable team has all the authority to make changes if some, if a user did something wrong.
Let me now quickly start up my expense app for you.
I’m going here.
I’m going to this one.
Makes a connection.
On the top left, you can submit a Mileage Claim.
If I select that one, it will open a new field. There’s a bit of a lag because of the cable.
I will type in a description saying mobile demo, for example.
Then I can say: from address the system will retrieve my location or it can look something up.
If I then say to address.
Tonight I’m going to our fair and in Antwerp I will type in where I have to go.
Kinepolis in Antwerp. It’s a very big cinema where the conference will be held. It will show me the distance down below, this in kilometres because this is my standard setup in the Netherlands.
Of course, we can do miles as well, and if I select this button over here, the system will show me a picture of Google Maps that have been taken to show me the route that I should drive.
I can also change this, of course, because there may be some traffic.
It will show me a different route, how I can drive over Rotterdam, for example.
I can adjust the number of miles that I’ve done.
But then the accounts payable team and the approver will get a notification of this.
For the UK, we’ve set up that we can select multiple rates for users. So if you’ve got a personal car, and you get a lower amount of, you get a higher mileage than when you have a company car, you’ll get a lower mileage. We can setup that after 10000 miles the rate will drop a bit. All these functionalities for the UK market have been built in.
I’ll say I’ll take this route, and then, if I look now, on the top right of the screen, I can delete the mileage claim, I can upload it, or I can add it to the settlements. The Denmark trip I’m doing next for example.
I’m selecting the middle one now, and then the system will prompt me with another message. Just want to send it.
You maybe want to create a return trip as well or, maybe continue from Antwerp to another place so it will save you some typing.
I will just send for now, and the mileage claim will get uploaded.
We can also do.
An expense claim, of course.
I will open my camera on the top right, and the system will open a camera.
I can take a photo of the receipt, hopefully you will see it as a bit of a lag.
I’ll press OK.
And the system will say, use photo.
I will say use Photo.
And the photos added.
Then I can type in a description saying fuel for the temporary car.
Then I can select an expense type.
So we will set up expense types with you. And your colleagues, like I’m doing it now, can select one, and behind the expense types, we will call it a General ledger accounts, the VAT amounts.
Everything that we can claim back, that’s something that we, as accounts payable will do.
I will say transport right now, I’ll type in the amount, it was £45.20, and I can add in a department, saying it was for Sales.
And we can add any dimension that you have in NAV.
And then in the top, again, you can delete it, upload it, add it to settlements, it can also allocate it, or we actually called split it. Actually.
For example, if you’re staying in a hotel, you may be at £80 worth for a hotel night.
And £20 worth of food, then you can capture one receipt, then allocate £80 to expense type hotel and 20 times to expense type food for example.
You can also press the paperclip, see what photo you took. You can also have multiple photos, that’s up to you.
I will upload this one right now, and it will be gone.
Your mobile phone does not need to have to be online or connected to the internet to submit expenses. You can make photos and fill in all the details. They will go into your open documents, and as soon as you have an internet connection, there will be sent out to NAV, which you can see over here, it gives you what you’ve been sending out.
You can see your open settlements over here.
You can see what’s been approved, if something will be rejected, come back to you here in the app, with a comment why it got rejected. You can maybe adjusted, or if you really cannot claim that expense, it will show that as well.
So this is how we submit expenses from the app.
I will quickly shut this one up again.
I’ll go back to my demo environment, as you can see, nothing is here right now, but if I press a button synchronized, which we can automate, all the expenses gets picked up from the app, and will be sent into NAV.
You get to see the picture on the right hand side from now on.
You can see what’s been filled in the expenses made by Bart Duncan.
On this date, he selected the expense type transport fuel for temporary car. We’ve setup that is pending approval immediately. Of course, you can also switch itself, so that finance team has to look at it first, and maybe then send it for approval.
It will see the amounts, if there’s a foreign currency involved, then it will be shown here, maybe Euros, and then you’ll see the local currency in NAV.
Colleagues can select if they’ve bought something with our own money, or if they’ve bought something with the company credit card.
You can see all the dimensions over here, and we can add more. For example, you can also the job number, the job task number, or anything that you’d like.
And the same goes for a mileage claim.
Which one is over here, and now, it’s a bit better on the bigger screen. You can see the route that you’ll need to take.
The approval process can be done within NAV again, or via the web portal, that I just showed you a document capture, maybe I’ll show you the one in NAV now.
If you go to approval entries, you get to see the picture on the right hand side, and all the details over here.
On the top left, again, approve it, rejected it, forward it in multiple ways or put it on hold, and you can add comments if you approve something.
It has done.
And then, it will be here and ready to post, again, with the same color, green color with the stages released.
And then, you can post it, then the user will eventually get paid. If they bought something with the company credit cards, they will not get paid off course. And the same goes for mileage claim.
You can look up the expenses in our posted expenses, via than the general ledger account. Again, you get to see the picture on the right hand side.
You can see what’s been done with it, the dimensions that have been used, everything is done. This is a very brief overview of expense management.
Again, if you want a personalized demo, please let Karen or your other account manager know at TVision.
To round up this demo, I want to show you the last product document output.
Document output is our solution for sending out reports from NAV reports. I mean, like, invoices, reminder statements, remittance advice
And then report that you can think of purchase orders for example, sales orders, and we can do that in an automated way. In this demo, I’ll start off by showing you how we send everything out, and then we’ll go to the back. How do we set everything up and show you how easy it is.
So for example, we got 30 posted invoices here, but they are unhandled, they’ve not been sent out.
I can open this list and then I see all the invoices over here.
I can do a couple of things. One, I can say, e-mail opens in Outlook.
If I do this, the automated message will be generated, but then I can still adjust something before it’s been sent out.
The first time I do this, it takes a bit longer, but the next one should be quick.
While this is loading, if we look at the second button, send all to the queue, we can say, respond to every sales invoice be sent to the queue automatically, and then on Friday afternoon, all the invoices will be sent out at five o’clock.
This button is still here, but we can also automate it, so you do not have to press this button every day, and then apply to everything will be sent out.
Can also press the button, print, e-mail, All, which is the last one. If our past is one, it will not pop up like it’s doing now. It will send everything out via the SMTP to your customers.
Here, you can see the automated e-mail that has been generated, within texts that you’ve set up, and I will show you that later, your invoices attached.
Over here, and you can see the subject and where it’s been sent to, and it will be sent out.
If I press the button, print e-mail all, as you can see, very fast, the system will send out this whole list to your customers.
You can set up, per customer, and per report, if the either want it via the e-mail like we’re doing now, if they want it to be printed out, so you can send it via the Royal Mail to them, or, both. That’s up to you.
And, again, you can do this per report so you can send out the invoices via e-mail, but the, I don’t know, the remittance advice is via the Royal Mail. But that’s up to you.
Everything gets logged on your customers, for example, or on your vendors.
If I open the Vendor Spotlights Furnishing at this case, you’ll get a new factbox over here called Document Output.
First of all, we got e-mail recipients with an e-mail recipients, you can say, I want.
Purchase orders for this customer to be sent to this e-mail address.
And then I want the sales invoices.
To be sent to Karen from TVision, I know this doesn’t make sense, but you’ll get the point.
You can add multiple e-mails per document type, and then it will be sent out to different people within the organization.
Everything will get logged.
We can set up the SMTP server. We can say e-mail, e-mail print, print it, or maybe just skip this customer if you wanted to. We could set up automatic or statements so that it will be send out every month when there’s something overdue, maybe.
You can see how many templates are set up for this customer, and you can also manually send statements to your customers.
If I now go to the back of document output, we got some templates over here.
These 30 standard template, you get that with document output containing reminders or sales orders, invoices, quotes, and we also have remittance advice for the UK markets. But this is not included in my demo package. And you can add any reports that you like.
Let’s say you want to make some adjustments to the sales invoice.
Is it a bit less flashy then the other previous products. Here you can fill in which report the system needs to take. So, you can also do your bespoke report that you’ve created with TVision.
You can add fixed CC or BCC recipients.
You can select from what e-mail address. In this case, the sales invoices will be sent out.
Sales invoice will be sent out from Finance at your company name.co.uk and purchase orders will be sent out from the purchasing team at your company name.co.uk.
You can even upload certificates from PDF files. You could say where it needs to be saved.
But the more important stuff here at the bottom, how do you edit an e-mail template?
So, you can go here, say, press edit e-mail template for sales invoices.
Then a new field will open.
There’s a template to do not send.
You get a lot of codes over here, and then, down below there is text.
So you can see their percentage to, which is a code that we use … percentage to. It’ll pick up the cell to contact name from NAV.
Please find your invoice, let’s make a small adjustments with number one, attached to this e-mail.
It is always a pleasure to do business with you. Maybe I want to add a holiday greeting.
We wish you a Merry Christmas, bit early, but as you can see, you make can make quick adjustments.
You can create your, you can have a go at your e-mail signature over here with codes from NAV or you can just copy and paste it from your Outlook.
I can make some changes here as well, employees from TVision.
If I press Save now, the template will be as updated, and I do not have to do anything again.
We can do a lot more. We can also, maybe add an extra file over here, maybe your Terms and Conditions.
If I go to this one.
I want to add your Terms and Conditions, the sales and delivery terms.
I can just drag and drop them here from now on for my sales invoice, as this will get sent with it as well.
You can see the e-mail template is saved.
We can also have the button here called Merge PDF File.
Instead of just dragging and dropping the sales terms to the e-mail that I just did, you can also select that shows terms in the merge PDF part, and then the system when it creates the invoice. It will put the invoice on page number one, and on page number two, you get your delivery terms.
So everything is nicely bundled together.
We can also use a background PDF files, maybe which are letterhead.
We can select language codes. So it will look at the language from the customer card, if it’s a Dutch customer.
There will be a Dutch e-mail sent out, if it’s an English customer.
Then they get an English invoice will be sent out.
All this setting up should be quite fast.
And if I will now go back to my unhandled sales invoices.
I’ve been sending some out, show me the ones that have already been sent out.
And now press e-mail, open and Outlook.
The system will first show me the invoice. It shows me the delivery terms.
I’ve added a small text with number this.
We wish you a Merry Christmas and then I can send that out. So making adjustments to the template is really easy. You can do this with a holiday greetings. You can add that.
You can have marketing material in your e-mails very fast and easy.
Document Output is our smallest product.
It’s been used quite a lot in the UK, actually.
The good thing of the product as it is very easy to configure, the biggest part is ever actually typing into e-mails, on the customer or vendor cards, but setting up the templates is really easy.
Hopefully I’m on time, or maybe I’ve overdone it a little bit. I’m sorry about that. I’m going to look up, there are some questions, and if let me see if there are any.
So I’ve got one that has come in at the moment, it says, is it possible to apply expenses, policy limits against expense claims? Yes. So as of the release that’s coming out in January, we’re putting in limits to what people can do.
So, then, you can say, that can only be, I don’t know. An expense came of £100 in a restaurant.
So, yes, that will be there.
OK, and another one here is, are the solutions also available for Business Central? Yes, and so all our solutions are ready for Business Central on premise. As of now, you can download it now and install it. For the cloud version, they will be ready in Q1 of 2019.
Brilliant! Thanks very much.
One more is just come in. Can unauthorized and unposted expenses and invoice be reported on?
So if there are some employee expense, or an invoice has not been approved, can that be posted? Is that the question, can it be reported on?
Yes, absolutely. So, maybe I can do this one. We’ve got a report here for example, and expense management.
It is a bit short now because I’ve done one, but the answer is yes, it will show you.
It will send it to the users and you can see it.
If an expense is posted, yes or no. What you are owed you can see it over here.
So you can see these ones are posted, and then if there were unposted ones it will be down here as well. So the answer is, yes, you can do that.
OK, thanks. We’ve got a couple more, but we probably don’t have the time, so any other questions we’ll answer separately will drop you an e-mail about it. OK, that’s great. So Martin, if you could go onto that next slide. Brilliant, OK, so we’d like to leave you with the five key takeaways about the Conintia solutions, which we hope will help you decide if you’re going to consider them for now, or at some point in the future. So first of all, have a think about how manual some of your processes are? How long does it take you to manually input the data from NAV or gather your expenses together and submit them for approval? Or how long does it take to send out invoices or remittance advices or any other documents?
Then think about how many documents or expenses you’re currently processing. So how many invoices do you process a week or month? Or how many are you sent out or received by paper or e-mail, or how many are you actually sending out yourselves as well?
Then have to think about how complicated your processes are. So do you have different levels of appraisal? Do you have to input data in more than one place? Well, do you have to wait for somebody to be in the office in order to do the approvals?
Then think about what time savings are efficiencies you could make. So perhaps consider the time it takes to correct human errors or getting payments done on time, less paperwork, more GDPR compliant, less time finding documents for auditors. So all this equates to giving you more time to do more of the value added an analysis tasks. And finally, if you want to know more information, or you’d like to see the solutions in more detail, than as Martin has suggested, please drop me a line and we can book in a demo for you.
OK, so go on to the final one. So, I hope you found this webinar interesting and informative. So this is the 10th in the series of webinars, now due to the Christmas period, our next one’s going to be in February. But a list of all the upcoming ones will be on a website, and you’ll be able to register for them.
Finally, thanks once again for attending. When I close this session, a survey will appear, and it’d be great if you could respond with some feedback. If you do have any further questions, feel free to drop me an e-mail. So, thank you very much, everybody.