Manual document capture processes require users to manually type information from printed paper or a PDF into an enterprise resource planning (ERP) or customer relationship management (CRM) platform. This can lead to issues such as entry errors, misplaced files, and compliance problems.
The time-consuming nature of manual document capture can lead to delayed processing cycles, which in turn hinder business performance. It can also cause issues during a financial audit if the company can’t provide complete, timestamped records. This could lead to compliance penalties and reputational damage.
Automated document capture solutions utilize optical character recognition (OCR) technology, machine learning, and workflow automation to manage a document’s entire lifecycle. That includes scanning documents, uploading them from emails, or pulling files from cloud storage.
From there, the automation retrieves key data, including invoice numbers, vendor names, important dates, and totals. For example, instead of having a worker type details from a supplier invoice into an accounting system, you can set up Dynamics 365 document capture software to perform the following:
You can save your workforce hours of labor, freeing them up to perform more essential tasks.
Below is an overview of how the document capture process works in Dynamics 365 modules like Business Central and Finance and Operations.
You can pull documents into Dynamics 365 through channels like:
Organizations can integrate Microsoft tools like Power Automate and SharePoint. Dynamics 365 document capture processes also integrate with third-party solutions, including Continia Document Capture, Medius, and ExFlow. If a vendor sends an invoice, you can route it through a processing queue and then link it to the correct Dynamics 365 module.
After importing the document, Dynamics 365 uses Optical Character Recognition (OCR) to convert unstructured text into structured data, and then extracts the relevant details. The platform uses machine learning and various templates to recognize various document layouts over time. This improves the accuracy of Dynamics 365’s extraction process with every new file.
After completing OCR, Dynamics 365 maps key values to specific fields within its system, then applies validation rules. For example, if an invoice comes in from a vendor not listed in the database, Dynamics 365 flags it for manual review.
From there, the validation engines cross-check the information pulled from the document against internal records. For example, Dynamics 365 can review an invoice and verify that it matches an open purchase order and has not been previously logged.
Companies can set up business rules and tolerances that fit their environment. If an invoice has a higher total than a purchase order (PO) due to freight charges, companies can allow it to pass if the difference falls within an acceptable percentage.
Microsoft Dynamics 365 has workflows and approvals built into the document capture process to streamline document processing tasks. If an invoice matches a purchase order, the system can assign it for approval based on preset business rules.
A workflow can send a notification to the approver, allowing them to review the extracted data and compare it to the original document. If everything is correct, they can approve with a single click or flag for a correction if there is a mismatch.
Dynamics 365 provides the status of each document, making it easier for users to track the progress of an item within the document capture process. The system adds a timestamp and user details to every record, creating a complete audit trail for internal accountability and external audits.
Let’s go over some examples of how to work with document capture in various 365 modules.
Medium-sized retail businesses that use Business Central as their ERP often receive numerous supplier invoices each month. By adding Continia Document Capture, a company’s finance team can import all invoices and then use OCR to extract essential information, such as the invoice number, amount, and due date.
From there, Business Central can match invoices with purchase orders. If everything aligns, the system can queue each document for approval or automatic posting. This can result in a significant reduction in manual data entry, leading to increased accuracy and compliance.
Many professional service firms use project-based contracts. Integrating Power Automate and SharePoint into Dynamics 365 Sales enables companies to automate the capture of contract data. From there, the system can rename them using metadata like the client name and the date received, then store them in a SharePoint Document library for that client.
Companies with operations in multiple countries can transform Dynamics 365 Finance for document capture processes. Because Dynamics 365 provides multi-language document capture capabilities, organizations can automatically process invoices received in local languages.
The system can validate tax details and currency codes, ensuring compliance with regional standards. Dynamics 365 Finance can route invoices to the correct department based on factors like region or department code.
Internet eBusiness Solutions (IES) can help organizations leverage Dynamics 365 as a robust document capture solution. Contact us today to discover how we can help transform your company’s document processing.