Zetadocs Document and Expense Management Designed for Business Central and NAV (Video)
Nicole: Good morning, everyone. My name is Nicole Chorney and I’m an account executive here at Encore Business Solutions. And today I have with me Sandra Cummins from Zetadocs to talk about a really awesome solution for document and expense management in Dynamics 365 Business Central, as well as Microsoft Dynamics NAV. So I just wanted to share a quick note before we begin. If you do have any questions, feel free to share them in the question pane, which I believe is on the right side, and then we’re gonna be sure to go through all the questions at the end of the presentation. But thanks for joining us today. So I’ll hand it over to Sandra.
Sandra: Thanks so much, Nicole. My name is Sandra Cummins. I am the account manager here at Equisys. Equisys is the developers of Zetadocs software. Thanks so much for joining, I appreciate your interest in learning about Zetadocs document management and expense management. Working with our customers, I have learned that each organization is unique in their challenges on how to get the most out of Business Central and NAV. So today I’m gonna talk about tackling the challenges that we hear from customers that relates to expense management, batch delivery, and the archival of important information within Business Central and NAV.
The people that benefit the most from a document management solution are most often Business Central or NAV users, primarily those who are based in the office and use paper and/or sharing network folders for a variety of reasons. So some things to ask yourself as I’m going through the presentation today is, “Does your organization face challenges because employees are not storing documents in the same manner so they become difficult to find?” This is something that we hear most often from our customers is the challenge with paper file cabinets, and unstructured network folders, and people not storing consistently.
Another thing to ask is, “Does your organization have challenges when it comes to delivering reports out of Business Central or NAV? And does your finance team get inundated with expense reports at the end of the month that need to be rekeyed into Business Central or NAV for processing?” These are some of the most common challenges that we hear and I’m going to address those today. Over the years, we have developed techniques and solutions that have helped many organizations modernize their common processes like invoice delivery, employee expense approvals, and allowing employees to be more productive by ensuring that they have access to the right information at the right time.
To give you a little background about Equisys as a company and Zetadocs, our history begins with the foundation of Equisys 30 years ago. We have offices in London and also here in the U.S. Our office is in Alpharetta, which is just north of Atlanta. We started with the development of Zetafax, which is a fax software that allows users to send and receive faxes from their PCs. And then in 2007, we introduced Zetadocs for NAV and now for Business Central. At the time, we introduced Zetadocs starting with capture and delivery. And this came from conversations with partners and customers who were looking for a way to easily store documents within NAV and Business Central records and looking for ways to, you know, easily batch deliver invoices to their customers. So we developed Zetadocs. We were one of the first ISPs to receive accreditation from Microsoft and we do take that certification very seriously. We are a member of the Gold Club. And just a quick little add-on there is that we are now available on Business Central AppSource as well.
So I’m gonna start out with a brief introduction of Zetadocs Expenses, and that is our expense management software. I’ll show you how customers are using Zetadocs Expenses to eliminate the routine that finance teams often do at the end of the month. And also using our mobile app, it’s a lot easier for your field team to create, submit, and also approve expenses while they’re on the road. By using Zetadocs Expenses, you have greater control over your expense management process won with that mobility. With both the app that supports Android, Apple devices, your common phones and tablets, you can very easily take a snapshot of your receipt, create your expense, submit it, and then it can be approved as well.
Also, with Zetadocs Expenses reimbursement, including mileage, it’s fast and accurate. And we’ve got our Google Maps integration, which I’ll show you in just a little bit, that really helps with that mileage calculation and that processing. The nice thing about Zetadocs Expenses, it is a cloud solution. So, as a result, you are always on the latest version of the software. And it’s designed so that both Business Central NAV users and non-Business Central and NAV users can use it. So all expense users of Zetadocs Expenses, they don’t have to be Business Central or NAV-named users, anybody in the company can use this solution. And, of course, as it is a cloud solution, it updates itself. When we add new features, which we do pretty much every month, it’s already done automatically so that you do not, you know, need to do anything on your end. Those updates are there for you. And then we offer support from our U.S. office, which means that you can get quick, direct answers to any questions you might have, keeping in mind that Zetadocs Expenses supports NAV 2009r2, through NAV 2018, as well as now Dynamics 365 Business Central.
Let’s take a look at it. So I’ve got some screenshots here that show you what the phone app looks like. So using the phone app, if you’ve got someone who’s ready to create an expense, they would just hit on the phone app and then this is the screen that they would see. Then they will just hit on this New Expense tab here to create their expense. That’s gonna open up a screen like the one that you can see, and you would put in your description. So here, for the example, I put in lunch with Acme and the vendor is W.C. Kitchen. Frequently used vendors will self-populate here and you also have a drop-down for all of the different vendors that you might use when you’re entertaining clients. The payment method is Corporate Amex card. We’ve got that in the example here. This also can be created, set up as a drop-down. So any of the ways that your employees are paying for expenses, whether it’s corporate card, Visa card, MasterCard, Amex, personal credit card, cash, all those different options can be added in the drop-down here for them to choose.
I am showing you USD dollar as the default. For our Canadian customers, we would have CAD as the default. And we’ve got many different currencies that your employees can choose from because we know, you know, we’ve got a lot of companies that have employees that are traveling internationally. So if you had an employee that was submitting an expense, say they had been in Europe and they were using the Euro, they would, you know, choose from the drop-down here the Euro and it would automatically convert.
Sticking with USD dollars though for the example today, I put in the dollar amount and that’s $150.85. Now right away, that triggered this orange warning of exceeding the expense limit. And this is a really nice feature because that way, everybody is very clear as to what their expense limits are. So there isn’t any guessing or, “I didn’t know that I exceeded.” Right away, when they exceed their expense limit, they’re gonna see this right here. So for employees that are submitting expenses and when they go over, perhaps in this lunch with Acme they, you know, submit or closed a big deal, then he could put his business case or she in the notes section, which is right below this right here.
So let’s jump to the next screen. Here they would put in the type, the expense type. We’ve got it under client entertainment. All the GL codes that you’re using in both NAV and Business Central match the GL codes that we use with the Zetadocs systems management software so that you can be very accurate when choosing your expense type. And then, of course, we’ve put in some extra fields here, a field for the tax rate, and then also some dimension fields. Our customers that are using Zetadocs Expenses all use dimension fields. Here’s just a few of the examples of the most common ones. Of course, that would be, you know, your requirement. Whatever dimension fields you’re using, we would add here so that the employee can choose to help you further narrow down the expenditure and the budget where it’s coming from. And then lastly, the employee would add their receipt. And by clicking on this, the Add Receipt button here, a window is gonna pop up. They can either take a picture of their receipt or they can choose one from their library if they had taken a picture earlier, and they would add the receipt. And it’s going to upload directly to the expense. After they add the receipt, then they would just hit Save and that expense is completed.
The next step would be to add any mileage. So again, you’d come up here to the New Expense tab. You add your mileage. And then when you’re done adding your mileage, you would hit the New Report and submit your report. Once the report is submitted, the employee is gonna see a screen that lets them know who’s gonna be approving. So an example, here we’ve got Phyllis approving the report. You can have up to five approvers per employee. And then after Phyllis approves, it’s gonna go to April for processing. So this way, it’s very clear. Now after the demonstration today, if you would like, I’ve got a full library of video links of short product demos that show the complete process using the phone app, and I’m more than happy to send that after the presentation.
So at this point, the employee will hit Submit, and once they hit Submit, Phyllis is going to get an email. And in the email, there’ll be a link taking her to her dashboard on the Zetadocs Expenses site where then she can approve that expense. So Phyllis clicked on the link in her email and it took her to her dashboard here. Here is that task of the expense that was just submitted. So she would hit here on Task, and then once she does that, it’s going to open up the expense. And here’s what that expense looks like. So you can see the details of the expense right here. Drilling into an expense, we’ve got our first expense here and that is another lunch with Acme, this time at Ichiban Steakhouse, $50, and they exceeded their warning of $30. We’re just giving you a few examples of how you can use this feature.
Phyllis will be, you know, looking at everything here, the expense type of lunch. She’s looking at the dollar amount. She wants to make sure that the receipt matches. But it’s nice because it’s all here on screen. You can always enlarge and move it around if someone took a picture and the receipt is upside down, for example. And then looking at these buttons down here, if Phyllis wanted to make any kind of changes, she can do that. So she’s drilling in now to the second expense, which is the mileage expense. And here’s all those details again. Using a little toggle here, we’ve got our Google Maps integration. And when she hit on that toggle, it showed her the entire routing that the employee took. Perhaps she knows another way that that person can, you know, be more efficient in their travels. But you can always look at the routing if you want. And again, you can match up everything on the screen to the mileage.
Now hitting this button down here, More, because I’ve got it in screenshot it’s not gonna show. But she can hit this More button here, and it’s gonna give her an option to either edit the expense. So say if they didn’t put in mileage under the Expense Type, and they made a mistake and they put the wrong Expense Type in, she can always hit More, hit Edit, and make that change herself rather than sending it back to the employee and holding up the report. She can also hit the More button and it’s gonna give her a choice to reject. So if it doesn’t look good, if there’s any reason that she doesn’t like the expense, maybe in that previous one she didn’t get a strong enough business case because he exceeded the expense limit, she can reject that particular line item without rejecting the entire report.
So again, the idea is to not hold up the rest of those expenses that were submitted, but she can reject and then an email goes back to the employee letting them know that they need to make the change that she puts in the notes or she can approve. And when she hits Approve, then she’s going to see a full detail of that report once more. And, of course, she can always approve as well from the dashboard if she doesn’t wanna drill into each expense and she just gives it a review and there’s no orange warnings she can go ahead and approve it without digging in. But most times approvers and processors really wanna see it and make sure it’s all good.
This screen here shows you a full detail and a full history. So once that expense report was approved using web services and our direct integration into both NAV and Business Central, we created purchase invoices. So you don’t have to do that. They’re automatically created as soon as that report is approved. And we’ve even created two, one for the reimbursable, which is the mileage, and one for the non-reimbursable, which goes back to the corporate card. This way it makes it very easy to just seamlessly approve it and move on, and those purchase invoices are already created. So then all you will need to do is go into NAV and you can see the purchase invoice or go into Business Central. You can see the purchase invoice and you can post it from there.
So that gives you a brief overview of Zetadocs Expenses and how the software can be used to very quickly move through that process. You know, getting rid of the Excel spreadsheets, paper-clipped or stapled, you know, receipts that are attached. There’s no rekeying because once those purchase invoices are automatically created, all that information carries over, the GL accounts, the amount, everything that you need so you can just process it without having to add or rekey, create that invoice. And also with expense management, in the example I used today, I showed that how we automatically create purchase invoices but we can also have a flow-through jobs. So we have customers that wanted to flow through jobs or go directly to a journal entry. So we’re very flexible with what you want created, how you want that workflow created within NAV or Business Central. So that gives you an overview of expenses.
Now let’s move on to the Zetadocs Capture. And Zetadocs Capture is a software that allows you to store documents related to the transactions that are crucial to your business. As we know, it can be really frustrating sometimes to locate a specific document from a directory that stores unstructured data. What we’ve got with Zetadocs Capture is the Zetadocs FactBox. And we put that FactBox on all of the various Business Central or NAV pages that you want to be able to store supporting documents. That way, you can easily store documents in both sales and purchasing records, but other records as well. For example, you can store documents in cash receipts journal, jobs, production orders, fixed asset card, ledger entry. These are all areas where you can store your important information. And this, of course, gives all of your NAV users or your Business Central users access to those documents where they can pull them up and view them. With Zetadocs Capture, it supports the phone, tablet, and web clients, which again allows for that mobility while on the road. And we do have customers using Zetadocs Capture on the road taking pictures, storing them within that records of, for example, if they’re out on a field site.
So let’s jump into our Business Central environment and take a look at what that looks like and how you can actually use Zetadocs to drag and drop. So what we’ve got here on the screen is our sales order on this page within Business Central, and over here is that Zetadocs FactBox that I was talking about. You can very easily go into your Outlook and drag and drop any supporting documents and emails into the FactBox here. So let me go ahead and I am going to pull up my Outlook here. Let’s take a look at that so we can show you what that looks like and show you that drag and drop. So I’m moving it over here, so here’s our Outlook. And we’ve got an email that came in. Here’s a purchase order email. And I’m just gonna drag and drop that into the FactBox, release, and it’s going to store there. I’m going to come down here to our School of Fine Art. And once I open up the School of Fine Art sales order, you’re going to see that purchase order that was dragged and dropped into the FactBox. So here we’ve got the sales order here. And we’re gonna go ahead and hit that, then we’re gonna open this up. And I’m not sure… Here we go. And that’s what that email looks like with the purchase order attached.
Now you can always drag and drop the attachment as well. Some people like to drag and drop the email. Some like to drag and drop the attachment. All different document types can be stored here in the FactBox. We just dragged and dropped that email with the PDF or the PDF directly. You can drag and drop photos, audio recordings, videos, design specifications, CAD designs. There’s all different types of documents that can be stored here in the FactBox, not just your usual PDFs, Excel, and Word files. Also, what’s kind of nice with the FactBox is we’ve got this little toggle here. So say someone has stored a document to a network folder and you wanna get it into the FactBox. You would just here, you know, click on the up arrow. You can see here how it opened up my network in Network Folder. And then I just double click on that invoice as an example of how you can also store documents that are in your network in the FactBox. So that’s a nice feature as well.
Now on this sales order, we’ve got all these documents that are now stored in the FactBox. When the sales order becomes a sales invoice, and then when it becomes a posted sales invoice, all of these documents that I’ve stored are gonna flow through so that you only have to store once and we do that with record mapping. So when this becomes a sales invoice, posted sales invoice, everything you see here is gonna show up on the FactBox on the sales invoice and posted sales invoice. And we can do that for different types of documents.
A couple of other things to show you with Zetadocs Capture, we do have a date stamp, a timestamp. So when you come over here to these three little dots, you click on it, you can see the date that it was added, the date and time that the document was added. If the document box fills up or there’s some duplicates, you can always hit Delete, and that’s gonna delete that document that was stored as well to keep that clean. Lastly, when I dragged and dropped the purchase order over into the FactBox here using metadata tags, we also stored that in our Zetadocs library in SharePoint Online. We recommend SharePoint as a repository outside of Business Central and NAV so that your non-Business Central and non-NAV users can access those same documents that you’re storing here in the FactBox.
When I dragged and dropped, not only did you see this PO show up here in the FactBox, it’s also automatically stored in the PO or that customer name, you decide, folder in SharePoint. So that it’s stored in two different places so that everybody has access to that supporting document. And we recommend SharePoint as well, because it is permission-based, so it gives the extra security of your important documents as they’re being stored. And we find this is very helpful because not only can your Business Central and NAV users go into various records, pull up documents here, and view them, those that don’t have those Business Central and NAV licenses can go into the SharePoint Zetadocs library and do the same. I think that covers a nice brief overview of the Zetadocs Capture, how you can store your documents within various records, how they will flow through based on your posting routine, and the additional storage outside of Business Central and NAV. Also, keeping in mind that this does support the phone clients as well as the tablet.
So that gives you a brief overview of Zetadocs Capture and how it can be used. Now I just showed you in Business Central this same technology, the same functionality applies with NAV as well for the NAV customers who are on the call today. So I’m gonna jump out of here and we’re gonna go back to that PowerPoint and talk a little bit about sending documents out of NAV, which we know is also something that our customers are always wanting to do and they wanna do it more efficiently and just one at a time. Using Zetadocs Delivery, we often hear from our customers that sending documents out from BC or Business Central or NAV is an important part of their business as this is where they need to send quotes to generate revenue or send out invoices to receive payments.
Using Zetadocs Delivery, you can send out your quotes, invoices, statements, remittance notices, and other types of documents in a batch as opposed to single sends. When the batch emails go out, the system is designed so that each document is sent to the appropriate contact and allows you to personalize the email message. You can personalize the content of batch emails to match the documents you’re sending by creating your own templates. We have a Zetadocs template wizard and our customers are always using that to create personal messages when those emails go out. And I’ll show you an example of what that looks like. So with Zetadocs Delivery, you can schedule a batch of invoices, for example, or other types of reports and documents to go out. They will all go to the appropriate contacts. Those are set up in the customer card. And you can personalize those emails using the template, and then the template will send it all out at the same time with a consistent message.
So let’s now go out of here and we’re gonna go back into Business Central so I can show you what that looks like. Let’s come back up here, and we’re gonna come out of sales orders, go back into sales, and this time let’s hit our posted sales invoices and show you how you can very easily create a batch. So now we’re on the posted sales invoice page. You can see we’ve got our document FactBox here. When our invoices or other reports and documents are sent out of NAV, once they’re sent, they’re gonna store here in the FactBox as well. So how do we create a batch? Let’s come on up here to the Action tab and you can see we’ve got our Zetadocs area. I’m gonna hit Send over here. And when I hit send, I’m gonna see this little filter come out.
So for the example today, I’m going to choose a small range of invoices that I am going to wanna send out all at the same time. So let’s go with 180. Here we go. We’ve got our range of invoices, and I’m just going to hit OK. And once I do that, it’s going to pull all those invoices over that I indicated I wanna send out at the same time. It’s gonna show me this screen here now. It shows me all the invoice numbers that I indicated I wanna send out, the company name and the contact name of where they’re going to. I do have this setup by delivery method to all go to email. For those of you that have customers that still want to receive a hard copy, you can also have this delivery method set up to print so that those invoices will print out and you can mail them.
And then here, it’s showing me that we’re gonna to use the Zetadocs sales invoice template. So all of these are gonna go out at the same time. Not only does that help save you and your team considerable time rather than having to send out one at a time, but it’s great for the customers because they’re receiving one email with all of their invoices attached rather than one at a time. So it’s a nice time saver for both sides. By hitting this Validate Email button up at the top here, I’m now ready to send out this batch. And I’m just gonna to hit OK, and the batch is going to send.
So let’s jump back into Outlook here. Here we go. Let’s see if I can make that a little bit bigger. I’m going to show you an example of a batch that I had sent out earlier so you can see what those invoices look like. Now I’ll just open this up. That’s easier. Okay. So here is, you can see, the batch I just sent. Here’s one right here. Let’s see what that looks like. And here’s all of those invoices that are attached. And what we did with using the Zetadocs template wizard, in the subject line we put the invoice number with all of the actual numbers dot, dot, dot, letting them know that there’s more than three invoices attached and the customer name.
So it’s very clear. And again, you can decide how you want that subject line to read. We have all of our sales invoices attached and we also attach a fixed document, terms and conditions of sale. Using the Zetadocs template wizard not only do you set up your messaging, but you can also add a fixed document so that every time the invoices go out in this example that terms and conditions is gonna go out too so that nobody has to remember to add it. It’s automatic.
Another way you can use this, say you’re sending out a sales quote, and you want to add a marketing flyer or a promotional flyer, you can add that in as a fixed document. So there’s all different ways that you can send out from both Business Central and NAV and add different types of fixed documents that you want also attached so that nobody has to remember to add it.
Jumping down here to the body of the email, using the Zetadocs template we’ve created a very, very simple message here for the demo today here. Enter comments, please find attached your invoice, and then the signature at the bottom. Of course, you can make it a little bit more elaborate, but this way, every time these invoices go out, no matter who they’re going out to, they’re gonna see this same message. It’s very consistent. It keeps it professional and you just don’t have to worry about it. It’s done. So that is what one of those emails look like when it’s sent by batch to your customer.
So let’s kind of come out of here and we’re gonna go back into the PowerPoint and let’s talk about next steps. So now that Zetadocs Delivery Essentials and Zetadocs Capture Essentials is available on AppSource as well as within NAV, we can offer document management for both Business Central cloud deployments, in addition to expense management, which has already been available. If you are considering upgrading to Business Central, Zetadocs includes features to ease the upgrade to Business Central for Zetadocs for NAV customers. You can upgrade to Business Central, maintaining all of your Zetadocs settings, Zetadocs tools, and Zetadocs templates.
We know that each company has its own challenges and as I’ve shown with Zetadocs Capture, Zetadocs Delivery and Expenses, each system has the flexibility to meet your requirements. Our project lead, her name is Brittany Laura. She does our implementations along with the Encore team. And, you know, we can configure the system, how you need it to be configured. And if you’d like to explore the functionality of Zetadocs further, I encourage you to arrange a demo.
During the demo, we can be more specific with your requirements, and learn a little bit more about how you are currently either storing your documents, or sending out documents, or managing your expenses. And we can, you know, come up with suggestions on how to use the system to make that more streamlined for you. In addition to the demo, I do have several small product videos, which I will send after the presentation today. And you can always, you know, review those product videos as well. But we’re always here to help as well as, of course, your Encore account managers.
So this concludes my “Zetadocs Document Management and Expense Management” webinar today. For Encore customers, we are offering discounted pricing on Zetadocs software through December 20th this year. And for those of you, if you are going to be attending the D.C. NAVUG summit in Orlando in a couple of weeks, we will be there. I invite you to stop by our booth, booth number 1419. We’ll be more than happy to meet you, and say hello, and answer any of your questions that you might have. And then here at the bottom, I’ve got my email address and my direct phone number if you’d like to reach out at any time. I’m just gonna open this back up to any questions that may have come in.
Melissa: Hi, Sandra. I’m looking at the question pane but no questions have come in yet.
Sandra: Okay. And there’s a lot of information to review. So after reviewing the webinar, if you have any questions, feel free to reach out either to myself or to your Encore account manager.
Nicole: Perfect. Thanks so much, Sandra. And thank you everyone for attending today’s webinar. As Sandra mentioned, if you have any questions feel free to email us at firstname.lastname@example.org, and then we can connect you with Zetadocs as well. Have a great day everyone. Thank you.
Sandra: Thank you. Have a great day.
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