axsolutions offers a standard integration to exchange data between Microsoft Dynamics AX and an invoice and approval module.

We have, among other things, made an integration for NOVA and Therefore from Canon. In the following, the modules are called invoice scanning.

Our integration module ensures that the external invoice scanning system receives master data synchronized from Microsoft Dynamics AX.

When the invoices have been scanned and approved in the external system, the scanned documents are transferred so that Microsoft Dynamics AX can receive them.

The workflow is as follows:

• The invoices are placed in a file library of the external scanning system
• In AX, the invoices are registered in an import log
• After this, they are transferred to an archive library
• After a pre-validation of the data content has been completed
• After registration, the invoices are transferred to AX’s standard invoice journals
• The associated PDF files are linked as a reference to the created document lines
• It is optional whether the journals should be posted automatically or they should be posted manually
• The module can handle cost invoices and purchase invoices.

Cost invoice is transferred to invoice draft (financial draft). Purchase invoice
goes directly to the purchase, the number of lines is updated and the purchase invoice is updated fully or partially.

Advantages of the module

• Provides a secure and robust transfer
• Simple solution that is easy to use and transparent for the user
• Full traceability between the external system and AX
• Tested standard solution
• Possibility to create variants of the workflows
• Can use the entry book (and approval draft) or directly the invoice draft

It is also possible that other documents can be scanned in and transferred to Dynamics. These can be, for example, delivery notes, quality assurance documents. The scanned delivery notes or quality assurance documents can be given a reference to purchase orders and viewed in connection with the purchase order.

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