Pairing Microsoft Dynamics with ECM Software for Accounting Practices
Over 47,000 businesses around the globe are using Microsoft Dynamics® GP to gain greater control over financials, inventory, and operations. And why wouldn’t they? As a complete enterprise resource planning (ERP) solution, Dynamics GP supports business data and initiatives, empowering accounting professionals to take part in successful, more informed decision-making.
Whether you are considering Dynamics GP as a new business solution, or are an existing customer looking to expand on current capabilities, there are integration opportunities such as the Microsoft Dynamics GP Connector, that combines the power of Dynamics GP with Enterprise Content Management (ECM) software.
This unique integration streamlines data processing and collaboration through high-powered document automation. By capturing business critical accounting data, ECM software pushes data straight into dynamics GP, eliminating manual data entry and enabling users to manage documents with far greater efficiency.
Let’s take a closer look at how the Dynamics GP Connector works:
Step 1: Invoices Are Scanned into ECM System
To kick off the data management process, an accounting clerk simply scans an invoice, or batches of invoices, which are digitally captured into the ECM software. The software then securely stores all captured documents for easy and immediate search and retrieval.
Step 2: Data is Automatically Extracted
With everything entered, the ECM solution automatically extracts data off of each file. The software will intelligently recognize and pull key invoice details, including Vendor ID, item amounts, General Ledger (GL) codes, and other line item data. By automatically pulling invoice information, there is no longer a need for manual data entry.
Step 3: ECM System Validates the Captured Data
Now that the invoice information is captured, you can rest assured that the data is correct before it continues through the process. The ECM system will send any newly extracted data into review, which allows users to verify the accuracy of extracted information before any additional steps are started.
Step 4: Documents Route for Approval
By this step, your invoices have been captured and the data has been extracted with ensured accuracy. Now your invoices are ready for departmental review! The ECM software will automatically route documents based on specific parameters you set, which could include dollar amount, purchasing department or GL codes, to the appropriate decision-maker for final review. The approver will receive an automated email notification with a link to the invoice in question, simplifying the process of payment approval.
Step 5: Data is Pushed from ECM to Dynamics GP
Once the invoices have been approved, the document data will be instantly pushed from the ECM system into Dynamics GP, once again eliminating time-consuming and repetitive data entry. Upon receiving the data, Dynamics GP will automatically create a new Payables Batch for processing, and automatically create a voucher. If additional reference is needed, users can quickly and easily access the invoices stored in the ECM system directly from the Dynamics GP screen.
Is your organization ready to take advantage of early pay discounts through the automation of invoice workflows? Increase information accuracy today by integrating ECM software with Microsoft Dynamics GP. Contact Square 9 to learn more about how the Microsoft Dynamics GP Connector provides a fast, easy, and effective way to manage accounting documentation.
