For Automating the Payables Process in Dynamics GP, there are 2 viable options:
Using the Robust Tools Available Out of the Box
Option 1.) Point simply. GP is great for processing payables transactions & payments manually. The windows are intuitive, quick, straight to the point & will ultimately lead to efficient manual processes.
When you’re ready to take a step past “manual”, here’s where to look next.
- Workflows
- Document Attachments
- Automated Check Signatures
Workflows
With each version of GP in the last ~6 years, GP has added more and more functionality to its Workflow engine. Features at a glance include…
- Conditional workflow routes (ex.) if $10,000 invoice, require 2 approves)
- Tie into Active Directory
- Email approvals (thus don’t require a license for approvers)
- Can build approval processes on INVOICE or Payables BATCH
Limitations
- None. Really. When you’re just talking workflows surrounding payables documents, the workflows work fantastic.
Document Attachments
The document attachment functionality again was revamped ~5-6 years ago & is now a viable option. In theory, with each invoice in GP, you can attach a scanned copy of the .PDF & move about your business. Features at a glance…
- Attach documents to invoices, vendors, etc.
- Quick & easy drill-back to scanned invoice while working GP
- Attachments stored right in GP database
Limitations
- No way to start a new invoice from an invoice copy. As of this writing, you MUST create the voucher in GP first & then manually attach the scanned invoice.
- No way to automatically feed emailed invoices into GP (would again have to manually save & then attach to the voucher)
- No OCR functionality. You’re keying everything in GP manually.
- Can only access scanned invoices while working in GP. If you plan to just store invoices one (inside GP), then know that’s the only way that you can access those documents).
- Invoices stored in a SQL database thus volume can quickly become a concern.
Automated Check Signatures
You can always put images on check signatures on checks right in GP but to get the functionality discussed next, you’ll want to look into Mekorma MICR. Mekorma is the most-widely used add-on product for Dynamics GP (no one fact check me there) but is a great product, reasonably priced & provides several enhancements surrounding the payment process. Features at a glance pertaining to “Automating Check Signatures” are…
- Require passwords on batches in order for signatures to print
- Provide mobile approval capabilities (user never even has to go into GP) for the signatures to print on checks.
Overall Pros / Cons to Relying Solely on GP (Mekorma Included) for Automating Your Payables Process
Pros
- It's Free (barring the cost of Mekorma)
- The email approvals are slick
- You're investing in your Dynamics technology which is continuing to be enhanced by Microsoft
Cons
- Scalability concerns
- Somewhat of a broken "Automated" process being that you have to actually create voucher to start the process.
Recommendation for When to / When Not to Rely Solely on GP to “Automate” Your Payables Process
If you’re a large organization and/or have high volume AP (let’s call it 150 invoices or more a month), I would not recommend going much further with just GP. The document attachments being in the database and only accessible via GP are pretty much a deal-breaker.
If you’re a cookie-cutter SMB, just relying on GP works perfectly. You get electronic document management, approval workflows, and potentially automated check signatures. 👍
3rd Party Solutions (ISVs)
Option 2.) Look into the ~50+ A/P Automation solutions that integrate seamlessly or close to seamlessly with Dynamics GP.
One of the beauties of Dynamics GP is that the software partner (ISVs) market is strong so there are tons of great solutions to choose from (picking the right one is always tricky but more on that later).
Pros / Cons to a 3rd Party Solution
Pros
- Cost justifiable (you should see an overall time savings with "automation")
- Easier process for the clerks & approvers
- Tight integrations with payables in GP
- Electronic document management
Cons
- Additional costs. Most typically a cost per invoice.
- Additional software to maintain
Accounts Payables Automation Software for Dynamics GP Recommendations
Almost any investment in an A/P Automation solution is going to return immediate returns (mainly on time-saved). When you’re ready to make the jump to A/P Automation Software for Dynamics GP, there are many great options available.
Some of my personal favorites in the Dynamics GP world are Core Integrator, Docuphase & Trindocs. They all have a direct-integrations with GP, have a good reputation & presence at GP-focused conferences, & have many customers using Dynamics GP.
However, certainly don’t take my word for it (or really anyone’s word for it as every business is different). Take a look at Solugence.com to find the Best A/P Automation Software for Dynamics GP. 👍
*Solugence provides free data-driven software recommendations based on what your business requirements & preferences are.
Did we miss anything or do you have experience automating your payables differently in Microsoft Dynamics GP? Let us know in the comments below.
