Collection Management and Payments for D365 Business Central from iSolutions (Video)

The iSolutions application stack makes the time-consuming task of collections management easy with AR automation. You can also process payments easily, securely, and affordably, allowing you to sell how your customers want to buy.

Both modules integrate seamlessly within Microsoft Dynamics 365 Business Central, ensuring a positive customer experience.

Transcript below:

Melissa: Hi there, everyone. This is Melissa from Encore. And today we’ve got Ryan McBee here from iSolutions. So he’s gonna be talking about collection management and payments for Dynamics 365 Business Central. Hi there, Ryan.

Ryan: Hi, how are you doing?

Melissa: Good, how are you?

Ryan: Hey, doing I’m pretty good. Looking forward to showing Encore and, you know, all of your customers and prospects kind of what our app does. What I’m showing you right now is our app page out in the Microsoft App Store. We have one of the, you know, top-rated apps out there if you sort by rating. I think what separates us a little bit is we have a few different flavors of our app. You know, the first flavor is basic payments, you know, integrating on sales orders, you know, we’re in pre-off, and you paid after the fact. The second flavor of our app we have is collections management. So that’s really geared towards when people owe you money, you know like they’re 30 days out or they’re on turns. And then the third flavor of our app is like a customer-facing portal where, you know, it essentially does all the work and they make their payments, and it comes right back into BC. So I think that’s what separates us in the market. And I think for your clients and prospects, you know, the benefit of our app will, you know, eliminate duplicate entry, make mistakes, and just overall be more efficient. So that’s what I’ll be showing you guys today.

Melissa: Sounds great.

Ryan: Okay, cool. So I wanna go ahead and hop into Business Central. And as I mentioned, you know, we have a few different flavors of our app. The first thing I’m going to show you is our collections piece. And so I’m gonna start by hopping in this window here called the Collections Manager. And essentially, what you’re seeing here as the Collections Manager is, it’s an A/R aging with notes summarized by the customer level. So if I look here, it’s saying, you know, “Hey, I’ve got Encore here. They owe me, you know, over $8,000. There’s eight open invoices and I can see different aging buckets. So if I scroll to the right, it actually shows me the last note that was taken on the accounts. So if I were wondering, maybe I’m upper management, I’m like, “Hey, these guys owe me a lot of money. Why has no one called on them?” Then I can see the last time that happened right here. So I’m going to go ahead and click on Import and I’m going to click on my FactBox. And this FactBox actually over on the right shows you all the interactions with the customer. So you can see, you know, I’ve had a few interactions this morning as I was preparing for the demo. If I had existing ones they would show down there. Then down here you see all my STATS. And I do have a reminder notes. So if I want to take a note on the record and, you know, follow up later, I can see all those notes right here. One thing that’s nice about the solution is if you click on the aging bucket down here at the grid will dynamically change and show you kind of what makes up that aging bucket. So right here, I’m looking at everyone that owes me 90-plus days. So if I don’t click on 0 to 30 and then back to 90-Plus. If you’re a larger organization you can assign collectors to each account. But right now since I’m a smaller organization, I just wanna, you know, hit the View All, and then that’s going to show me only the customers that I’m assigned to as a collector.

So let’s go ahead and click on Encore. You can see these guys owe me a lot of money, and we got, we need to get paid. So this window here is, it’s kind of a summary of all information about the customer. So you can see all their open invoices. If they’re past due, they’re in red. I don’t have any credit memos in here, but if I did, their credit memos would show up in this grid. So we have two different types of notes. There’s a note up here and this is at the header level of the customer and then we, down here we have what we call a more of an invoice-specific note. So if I wanted to take maybe a note on these three invoices, I would highlight those three, I would hit Note. And let’s go ahead and select an action ID. I could say, “Hey, I talked to Rico on the phone and he promised to pay me.” So that’s how to take a note of the invoice follow then you’re gonna see that those, that note got us find all three invoices. Once one thing that our solution does have is, if a customer calls in and he’s like, “Hey, I never got any of my invoices, or I lost them, whatever,” you can highlight all these and hit Send Email, and our solution is gonna email those out in one swoop. So if you had different contacts at your company, you could say, “Hey, this is gonna go to Rico or this might go to John. So in this case, we’ll send these to Rico.” You can add attachments. So maybe you would like to add something like, you know, “Hey, here’s your… Here’s your statement of work. Said you’re going to pay me by 10 days,” or whatever you can assign as well. Down here in the green, you can make one-time changes. So now let’s go ahead and just hit Send Email. So I should have an email in my inbox waiting on me with all my past invoices. But before I do that our solution, you can actually pay these invoices by credit card.

So I’m just gonna highlight two of these invoices and then I’m gonna select iPayments. And then our default card is going to come on the window, and then I’m gonna, simply going to hit capture. And it looks like that was a bad card, so that client, it’s fine. So let’s go ahead and open up my email. So I see we’ve got, here’s all the past few invoices that I’ve attached. There’s my additional attachment that I’ve included. If your customer wants to pay all those in one swoop, they can simply click our click the Pay link and choose which invoices they’re gonna pay during this process. One thing that is nice is what they pay these it does write back to business central automatically. So we have that functionality covered. So let’s go ahead and close out here, then go back to our Collections Manager window. One feature that this does have is the ability to do batch processing. So really, this comes into play when maybe you’re on subscription invoicing or you have like a big range of invoices that you wanna pay by credit card all at one time. So I’ll see if I can get something to pull up here. Okay. So batch lists. So I see I’ve got a couple there. And if I want to pay these by credit card I would just simply, you know, highlight these and then hit Process, and then those would be paid by credit card. So one thing that is nice about our solution is we do have collection plans. And basically, a collection plan does everything that I just showed you but it’s all automated. And so here’s an example of our plan called standard, and you can tailor this to be whatever you want. So down here you see I’ve got a threshold. I can say, “Hey, I only wanna send a reminder where, you know, someone pays me or when they owe at least $100. I want to enter that right there.” In my filter, this is how I would want to… This is how I want to filter advice right now. And I want to filter by due date, but I do have the option to posting date or an update. So I’ve got two different scenarios. The first scenario is basically just a reminder of saying, “Hey, you have an invoice due within five days.” And then the second one really covers anything from 0 to, you know, 1,000 days passed due.

So as I mentioned, these templates can be customized. You can assign these plans to different customers. In this example, I’ve got all these assigned. I’m going to then assign these to Encore. Let’s go back here. let’s see here, the Encore has assigned to the standard plan. You can kick this off manually or you can schedule it, you know, every day, every once a week, once a month, really however you wanna do it. So in the example I’m just gonna go ahead and mainly initiate the question plan, and I’m gonna run for Encore. So it lets me know that it found documents for both the reminder and then the past two. So I didn’t use my personal email address, but I should have an email popping up here soon. And here’s what it says, “Hey, here’s just putting a reminder. Here’s all your invoices that met this, meet the past due buckets. And then I did create some invoices down here that are like due within five days. So this is what the due within five days look like. So let’s go ahead and hop back into BC. That really covers our questions piece of the app. What I’m gonna show you next is we do have integrated payments on sales orders and invoices. So let’s go ahead and hop back into our Encore customer. And before I do that, you can see where I have the option to assign Collector. And basically, all this is a dropdown of just my users in the system. And then, you know, if you have different collection plans, you can determine, you know, which one gets assigned to Encore. So before I print an invoice, I’m gonna go ahead and open up actions in iPayments. And you can see I’ve got a new credit card sort of profile. If I wanted to enter an additional card, I would just go up here and enter a new card. I wanna make that my default or I’ll let that toggle to be default. I’m gonna hit Save Profile. Then I always recommend hitting Verify. That just lets you know that that was a good token that passed through.

So let’s go ahead and open a new sales order and open a line in here. And so really within a sales order or an invoice we can hit a payment in a lot of different ways. One way that we can hit is through the payment service down here. We have our own click-to-pay link. And the second way is we do work at this pre-payment window down here. And there is an option if you do a release of a sales order. I’m actually doing authorization. However, the most common way people use our app is by going to Actions, and then going up to iPayments and running what we call a pre-authorization. We do have the option for deposits, which is also, you know, another pre-payment feature. So let’s go ahead and run a pre-off and I’m gonna select my card that have a profile. You do have the ability to enter on the fly. But I’m gonna go ahead and select the one that I’ve got here on profile. So let’s hit Authorize. That lets you know that that card was approved. And then what most people do and distribution, they might come in their sales over a couple of days later, and say, “Hey, great, you know, I’m gonna add, you know, $5 for my shipping charge.” So just add $5. And then they’re gonna go ahead and post. Apparently, ship invoice. And we have this little dialog box that simply says, “Hey, credit card submission was successful. The cash receipt was created. And let’s go ahead and open up the posted invoice.” So you can see our solution automatically closes out the invoice, makes the payment, and then we do have the…an option where we can write the payment amount on the work header description. And even though we originally did the authorization for $190, the payment rang for $195 because we added $5 of freight.

So if I got my email I should have…here’s my receipt. This can obviously be customized to look however you want. We call, you know, some the logo and the company information from the company info window within Business Central. But there’s the invoice to get paid. And so that really covers doing, you know, integrated payments and collections. As I mentioned, there’s a third flavor of our app. It allows customers to pay their own invoices. And we have a sync with a tool called invoice.com. So I’m gonna go ahead and sync up this one customer with invoice. And then let’s go ahead and create a couple of invoices and I’m gonna show you how that system works.

Okay. So I’ve got two invoices that I’ve synced up with invoices. And this will essentially allow the customer to pay their own bill. So let’s log in my invoice portal. And this is gonna be what you guys see. This is not like the customer-facing portal. So this has helped me know, “Hey, I’ve got one customer that I’ve seen.” And then they actually owe me two invoices per $573. Really the most powerful tool with invoice.com, it’s got a tool here called Smart Chasing. And essentially it is a A/R workflow. So you can see right now I’ve got an 8 step sequence runs every day at 7 a.m. I just go through a list of, you know, sequences just to make sure, you know, see what age and rules are applied. And I’ve got this assigned to all customers right now. So if I open up my invoice, I’m sorry, if I opened up my email, you’re gonna see those invoices coming through my system. And essentially how it works is, your customer is gonna get an email looks like this, their invoices attach as a PDF, and then they go to pay it, they can hit View Invoice. And I think one thing that I really liked about invoice.com is it uses expandable links. So it’s not required your end-users have to have a login, username, and, you know, it really simplifies things.

So if your customer gets an email and they’ve got a question about the invoice they could rattle in here, say, “Hey, Gab, you know, I’m no not sure what this is. Can you please call me?” Then that will get routed back to your A/R team. And they’ll be notified. If your customer wants to see their whole account like their history, anything that’s open, they will hit my account. And so, you see, “Hey, great, I’ve got two invoices. I click on way to download them. But I’m gonna go ahead and site the invoices I wanna appear right here. So I’m gonna select these two, hit next. And so one thing that is nice I don’t have this turned on but invoice.com does have the ability to pass along convenience fees. And you can…it’s like I’m gonna charge, my customer, one dot, 1% or 2% if they’re paying by credit card. Then if it’s ACH there’s no additional fees. So let’s go ahead and pay this pay with credit card. And I’d say one of the nicer things about invoices it can live customer and roll out okay. And essentially what that means is, anytime you do have invoices issued, invoice.com will automatically run that payment. And when it’s actually due, you know, it eliminates, you know, extra effort from your client and saves you time and money. So given that, I think really covered all three flavors overlap. You know, the questions’ piece, the integrated payments, and then the invoice.com psych. So if I’m going to… Melissa, you wanna open up for questions?

Melissa: Sure, yes. So I’ve got the question pane open here if anyone wants to type anything in. I don’t see anything in there at the moment. But we will be sending out a recording of this to everyone who registered and they can also reply to that if they have any questions.

Ryan: Okay, cool.

Melissa: Okay. We’re ready to wrap it up then?

Ryan: I am on my end.

Melissa: Okay, that sounds good. Just wanted to make sure. Okay. We can give everyone a little bit of time back in the day and we’ll be sending out the recording soon. Thanks, everyone.

Ryan: Okay. [inaudible 00:16:34] Bye.

Melissa: Bye-bye.