As we have seen in the previous blog, Invoice Capture is a very useful solution to automate and optimize the reception of supplier invoices. Once we have it installed and configured in the system, we are going to review how we can use it in a simple way.
First, we will delve into its menu, where we will mainly find the Dashboard, captured invoices and Received invoices. 
- Dashboard: We will have an overview of the latest invoices, by default, from the last 30 days. We can also filter by 60 and 90 days. Among the relevant information that we can check, there are invoices by status, by volume, by vendor, by exceptions and by pending.
Something very positive is that we can create our own Dashboard according to our needs. We will only have to click on New> Dynamics 365 Dashboard.
- Captured invoices: Here we will find all the invoices that have been captured. They can go through the following statuses:
From this menu, for example, we can check if they have errors before sending them to Dynamics 365.
- Received Files: We will see all invoices received, whether we have uploaded them manually from invoice capture, or whether we received them by email, OneDrive or SharePoint.
* As an aside, we highlight that in order to configure the ways in which we receive invoices, we will have to go to Setup System>Manage Channels>New Channel and select the option we need.
The statuses that will show the invoices in the Received files section will be:
Once they are processed, they will go directly to the other Captured invoices section.
Practical example
In this example, we will upload the invoice manually in invoice capture. To do this, we will click on Upload files, within the menu of Received files. We select the invoice and upload it.
Now it will appear in the menu Received files and will go through several states, as we have discussed in the previous section. Afterwards, you will go directly to the Captured invoices section, also with the status “In processing” and later “Captured”.
Once captured, we will enter the invoice and we will be able to check that all the fields have been mapped correctly. If this is the case, we can click on “Transfer Invoice”.
The invoice status will change to Transferred.
If we enter Dynamics and access the route Suppliers > Invoices > Invoice Journal, we will find the invoice that we just transferred.
We can verify that the details of the same are those we have verified in the Invoice Capture solution.
If there are no errors in the invoices, they can be automatically transferred to Dynamics, without validating them one by one. This will significantly reduce manual work and minimize human errors. We can view the invoices sent to Dynamics by filtering by transferred invoices in the Captured Invoices section.
Let's check how to proceed if there is an error in the invoice.
In this example invoice, in the right section of “Messages” it indicates that there is an error.
We can expand and click on it to get more details.
In this case, the company has not been recognized. This is a common mistake when we start using Invoice Capture because it is a solution that requires learning and improves as it receives more invoices.
In the top toolbar, we can click on Start review. From here we can map the fields manually. The status will change to “In review”.
Once the review is complete, we would click on complete review and finally, transfer invoice. The invoice will have been sent to D365 F&O.
We couldn't end the blog without mentioning one of the great new features that Microsoft is working on in most of its solutions, Copilot. We can find it in Invoice Capture and it will serve as an assistant to help us with everything related to the tool.
