Accounts Payable Vendor Invoice Automation (Invoice Document Attachment Upload) in Microsoft Dynamics 365 Finance and Operations

Recording vendor invoices in Dynamics 365 is always been a challenging task for customers and it gets more challenging when number of invoices are more, and it consumes more than 50% manpower in just recording vendor invoice. So, in today’s blog I will be explaining how you can automate the entire process using standard data management and OCR service.

So, let us start, there are two parts of this process:

1. OCR service and integration with Data Management

How do you automate this process, so here is the overall architecture for the same, this has to be done with the help of technical team.

2. Data Management Data entities:

Here are three data entities which must be used for this automation, I will also explain how this will work by manual process as well which will be automated using integration. List of entities to be used are:

1. Vendor Invoice Header
2. Vendor Invoice Line
3. Vendor Invoice Document attachment

Note: Attachment can be attached with Vendor Invoice header only not with Vendor Invoice Line

Now, lets see how we can create Invoice header and attach the file with the same document which can be viewed in “Pending Vendor Invoice “in AP module.

Step-1: Export the package to know the file structure

Navigate, Data Management > Create Export Project > Add Data Entities

Step-2: Download data package

Step-3: Unzip the folder

System will download the Zip file

Step-4: Prepare Data for Import with same structure

1. Create Vendor Invoice Header file data (As shown in above export sample), here are the fields:

2. Create vendor Invoice document attachment file

Note: Sample GUID : {DEAEA25B-61A9-45B5-8C85-7778BFF1FA40}

3. Most Important step, storing file in folder which will be attached to invoice

File with the exact same name defined in “Vendor Invoice document attachment” file has to be copy pasted in folder: Resource > Vendor Invoice Document

4. Create Zip folder with all the files

Step-5: Create Import Project

Navigate:, Data Management > Import Project > Add entity > Upload created Zip Folder

Step-6: View Created Invoice header and attached file

Navigate, Account Payables > Invoices > Pending Vendor Invoice

That is awesome isn’t it??? Implementing this process can save lot of manpower and time.

Thank you for reading, keep sharing, I will be back next week with one more blog.