ExFLOW AX -

Electronic invoice approval

ExFlow is an add-on module for Microsoft Dynamics AX (formally Axapta) which rationalizes the handling of supplier invoices. After scanning of the suppliers invoice, receipt is manually registered in Dynamics AX. When scanning and data capture are used, the incoming invoice is registered automatically. This applies even when it is an e-invoice received electronically. Once registered in Dynamics AX the invoice information is matched against a set of rules to determine who shall approve the invoice. The approver is informed by email and can directly log into the ExFlow web portal where they will be able to see the invoice image, assign an account number and approve it. When the invoice is fully approved it is added to the batch booking process in Dynamics AX.

Fully built into Dynamics AX

ExFlow is fully built into Dynamics AX which means that finance and accounts payable personnel can always administer and manage processing from within Dynamics AX and so avoid working in several different applications. One can even look at the scanned invoice image in Dynamics AX and quickly see where it has got to in the approval workflow.

Reminders and replacements

When an approver has not reviewed his open invoices for a while then after a set period a reminder email is sent out. This happens automatically, e.g. after 2 days. Using the function “Replacement” one can arrange for another person to administer invoices in the case of sickness or vacation. This can be chosen either via the web or via Dynamics AX user setup.

Matching against purchase orders

ExFlow allows automatic matching of an invoice against a purchase order. The match can be on total amount or even at the row level to compare articles, quantities, unit prices, discounts etc.  If the purchase invoice corresponds to the purchase order then ExFlow can make a system approval and book it. If it does not correspond to the order then you can choose how it should be handled, e.g. it can be sent to the responsible purchaser for approval.

Approval of purchase orders

It is not only invoices that can be handled in ExFlows approvals workflows, even purchase orders can be sent for approval. Depending on amount, supplier, buyer or user an order can be sent out on an approval workflow. When an order receives final approval it can be booked directly in Dynamics AX. With an add-on to ExFlow one can even allow users create requisitions directly on ExFlows web portal. This request in its turn will generate a purchase order in Dynamics AX.