EMBEDDED DOCUMENT MANAGEMENT SOLUTIONS
MICROSOFT DYNAMICS 365 BUSINESS CENTRAL / NAV
Everything you need to go paperless with Business Central—from basic document and transaction archiving and document distribution to more advanced document management with approval workflow and OCR data extraction
Document Archiving
Render (as a PDF) any transaction in Business central and support the capture of inbound documents, emails, and other electronic files
Document Distribution
Distribute documents, archived email messages, and other electronic content related to transactions and other records in Business Central
Document Approval
Enable document-centric business processes driven by actions (such as posting) and business logic (such as routing based on threshold allowances)
AP Automation
2-way, 3-way, and 4-way automated matching options for PO-based invoices and flexible coding options for non-PO invoices
Sales Automation
Automate the entry of sales orders by extracting data from the customer PO and validate against your item catalog
Leveraging Other Applications
From Business Central, work with documents, emails, and other electronic files linked to records in other applications such as CRM
Everything You Need
Datahaven offers everything your organization needs to go paperless with Business Central—from basic archiving and distribution to more advanced document management functionality such as approval workflow and OCR data extraction.
By embedding its patented, virtual folder structure interface throughout Microsoft Dynamics 365 Business Central and in other applications and platforms, Datahaven 365 offers a unique solution that ensures user adoption and enables your organization to increase efficiency, extend visibility, improve consistency, improve compliance, minimize training, maximize flexibility, and reduce licensing costs.
Whether your organization has straightforward document management requirements or complex, industry-specific needs, the Datahaven 365 Business Central solutions empower your entire organization to deliver value with every interaction you have with customers, vendors, and others.
Making the most out of your Datahaven 365 Finance & Operations implementation requires that everyone who needs to work with documents, email, and other electronic content have access to what they need. Sometimes, unstructured content relates to a transaction or other record in another business application such as CRM / Customer Engagement or to a channel in a communication and collaboration application such as Microsoft Teams.
You could purchase each user a full license to Finance & Operations and a full license to CRM / Customer Engagement and require them to search out the unstructured content in each. But that would be cost-prohibitive from a licensing standpoint, not to mention horribly inefficient.
Datahaven 365 enables Finance & Operations users to interact with documents, emails, and electronic files from the Finance & Operations interface even though this unstructured content is linked to records in other systems such as CRM / Customer Engagement and Teams.
With Datahaven, most of these document interactions can occur without incurring the expense of a full license to use these other systems.
For example, your sales staff in CRM can see posted invoices from Finance & Operations displayed on the customer account record in CRM without a full Finance & Operations license. Similarly, your receivables staff can view a customer agreement from Finance & Operations even though the agreement may have been saved originally in CRM.
Enhanced Visibility
From Finance & Operations, Datahaven’s patented, virtual folders enable users to view documents and emails linked to a record in another system
Universal Capture
From Finance & Operations, scan, import, and drag-drop documents and emails and have them automatically named, filed, and linked to a record in another system
Streamlined Approvals
From Finance & Operations, route and approve documents and emails linked to a record in another system
Streamlined Approvals
From Finance & Operations, route and approve documents and emails linked to a record in another system
Universal Distribution
From Finance & Operations, send documents and emails linked to a record in another system and have the outbound message automatically named, filed, and linked in that system
Accelerated Navigation
From Finance & Operations, navigate to a record in another system using the document or folder displayed in the Finance & Operations interface
If you are new to the world of managing documents electronically, you may want to consider an initial project to implement Datahaven 365 as an archiving solution in a limited number of Finance & Operations departments.
The Datahaven 365 Finance & Operations archiving solutions deliver everything your organization needs to render (as a PDF) any transaction in Finance & Operations and support the capture of inbound documents, emails, and other electronic files.
In just a couple of clicks of the mouse, you can programmatically name and file this unstructured content and link it to a Finance & Operations record.
Datahaven displays all of this unstructured content in its patented, virtual folder structure so that authorized users have instant, context-sensitive visibility from any of these Finance & Operations records to all of this unstructured content during any stage of a transaction lifecycle.
Reduce data entry
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Enhance visibility
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Accelerate navigation
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Minimize training
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The Datahaven 365 document distribution solutions deliver everything your organization needs to distribute documents, archived email messages, and other electronic content related to transactions and other records in Finance & Operations.
Your organization can configure these outbound document distribution processes to occur based on a user initiating the process or having the process automatically initiated on certain conditions such as posting a transaction or sending a shipment so you can ensure that the correct files are sent each time to the correct email address, including personalized covering emails.
Datahaven 365 supports the use of email templates (with or without pre-defined transaction data) to send an email attachment of the PDF archive of a transaction. Additional document attachments such as design documents, terms and conditions, statements, or copies of invoices can be programmatically attached separately or combined into a single attachment.
Datahaven automatically stores the outbound email and its attachments, programmatically names and files the email, and links it to the related Finance & Operations record. By automatically linking the outbound email, the email is tracked in the Datahaven audit trail and is accessible from Datahaven’s patented, virtual folder structure embedded throughout Finance & Operations.
Reduce data entry
Eliminate duplicate data entry and reduce manual data entry and human error while (subtly) enforcing record-keeping policies by naming and filing outbound documents automatically
Enhance visibility
Avoid searching for outbound documents using Datahaven’s patented, virtual folder structures that programmatically display outbound documents in every transaction where they are relevant
Minimize training
Minimize training and maximize user adoption by supporting outbound document distribution within the same familiar interface as all of your other
As your organization grows, complex document processes will become more difficult to manage because there are more people and a higher transaction volume. The problem is only made worse as the workforce becomes more distributed and more people work from home.
Automating your document-centric business rules addresses all of these challenges.
Datahaven 365 is powered by a fully configurable workflow engine that enables document-centric business processes to be driven by specific user actions (e.g., posting a purchase order to an invoice) and by automated business logic (e.g., routing a vendor invoice that exceeds a configurable threshold allowance above its corresponding purchase order to require additional approvals).
Leveraging Datahaven 365 document-centric workflows with Power Automate
Datahaven can be further leveraged with Power Automate.
By leveraging Datahaven with Power Automate, you can use Power Automate to build no-code workflows that cause document-centric events to occur in Datahaven or data-centric events (adding/modifying data) in an application based on document-centric actions that occur in Datahaven.
Increase efficiency
Apply exception-based handling so that your workforce uses their time more efficiently, allocate resources programmatically where needed to alleviate bottlenecks, and avoid document-centric processes in Finance & Operations being delayed during vacations
Reduce human error
Reduce errors and enforce policies by blocking users from posting or updating Finance & Operations records through the enforcement of conditional business rules that combine document-centric rules with Finance & Operations data
Maximize flexibility
Approve documents from inside of Finance & Operations or from any email client on any device, define routing rules by amount or date, when the document was captured, and/or how long the document has been sitting in a queue, and apply sophisticated concepts such as a Delegation of Authority matrix and segregation of duties
Enhance visibility
Enable a Finance & Operations user access to the complete set of data and documents from any application, including Customer Engagement, Teams, and Power Apps and provide managers with access to a consolidated view of the document workload across a department or across the entire organization
Automated PO Matching
Accelerate PO invoice processing, profit from early payment discounts, and avoid duplicate invoices with
2-way, 3-way, and 4-way automated matching options and quick mismatch corrections
Automated Non-PO Invoice Coding
Eliminate data entry and accelerate non-PO invoice processing with flexible coding options and programmatically-created invoice records
Special AP Processing Rules
Enforce corporate policies by applying special AP rules applicable to your organization related to tax, freight, and charge items
Managing every document and file generated or received in the payables process
At its core, the Datahaven 365 Finance & Operations AP automation solution enables AP teams to manage vendor files, browse the vendor ledger to view all of a vendor’s posted invoices, credit memos, and payment related documents, and attach documents to posted and unposted invoice transactions.
Documents attached to unposted transactions follow the posting transaction process so they are visible on the posted transaction, the Vendor Ledger, and the General Ledger
Make better, faster decisions and process more invoices with fewer errors when you have visibility to all Finance & Operations data alongside the invoice
Unlike competitors who use external connectors that are disconnected from the context of Finance & Operations transactions, the Datahaven AP automation solution applies Finance & Operations business rules so Datahaven can perform things like real-time duplicate checking PO match status updates.
Authorized users have enhanced visibility and immediate navigation from Datahaven’s patented, virtual folder structures that produce a single-screen display of all documents, emails, and other electronic files related to the invoice itself, as well as each transaction (e.g., receipts, shipments) involving the invoice and all of its related transactions such as posted and unposted quotes, orders, and invoices, including journals, ledgers, and sub-ledgers.
By processing invoices electronically as soon as they arrive, AP managers have earlier insight into newly-received invoices and all authorized users in the AP department and elsewhere can enjoy enhanced visibility of all invoice documents and support on unposted, posted, and archived transactions including purchase orders, invoices, credit memos, return orders, receipts, fixed assets, and the item, vendor, check, bank account, and general ledgers.
Accelerated visibility of all invoice-related documents on all Finance & Operations records
By processing invoices electronically as soon as they arrive, AP managers have earlier insight into newly-received invoices and all authorized users in the AP department and elsewhere can enjoy enhanced visibility of all invoice documents and support on unposted, posted, and archived transactions including purchase orders, invoices, credit memos, return orders, receipts, fixed assets, and the item, vendor, check, bank account, and general ledgers.
Streamline PO-based invoice processing in Finance & Operations with sophisticated automation rules for 2-way, 3-way, and 4-way matching and posting of the PO directly from OCR
Datahaven matches an invoice to a Finance & Operations PO using a variety of approaches, including comparing the invoice total to the PO receipt total, specific receipt or quantity total, and receipt line data.
Save time when manually checking on the status of posted receipts in Finance & Operations for those cases when invoices arrive first.
If invoices arrive before their receipts Datahaven, Datahaven will stage the invoice (without creating the invoice record in Finance & Operations) so that these invoices can be processed through OCR and the automated PO matching process after receipts are posted. This helps the AP team avoid having to manually review and wait for posted receipts to occur.
Specialized AP business rules save time correcting minor mismatches between the vendors invoice and the PO data in Finance & Operations and enforce corporate policies applicable to your organization related to tax, freight, and charge items
Datahaven enables users to complete the match and data entry process from one Datahaven window rather than having to perform multiple steps in the Finance & Operations interface.
Datahaven supports automatically flagging areas where near matches can be automated with a click of a button.
Datahaven supports application of specialized PO-based invoice processing business rules for tax, shipping, and charge items as well as making minor unit price changes to match invoice lines to PO lines.
Eliminate data entry and accelerate non-PO invoice processing in Finance & Operations with flexible coding options and programmatically-created purchase invoice records
Supports automatically creating non-PO invoice records with varying degrees of detail
- With header data only
- With header and summary line coding
- With header and detailed line coding
The Datahaven 365 Business Central sales automation solution enables sales and receivables departments to automate the tedious process of entering sales orders in Finance & Operations based on the information contained in a customer’s purchase order.
We often refer to our sales order automation solution as “PO flip” because Datahaven automatically “flips” the customer PO into a Business Central sales order that can then be turned over to fulfillment and, if necessary, collected by accounts receivable.
The Datahaven sales order automation solution dramatically reduces the data entry burden on your sales staff so they can focus on selling rather than on entering sales orders.
Eliminate manual data entry by using PO “fingerprints” to extract important data automatically from the customer’s PO
The Datahaven sales order automation solution uses OCR and other automation technology to recognize a customer’s purchase order “fingerprint” and automatically captures all of the pertinent details necessary to create a sales order in Finance & Operations. The data automatically extracted from the customer’s PO include
- Customer details, including physical address, email address, and phone information
- Ship-to address
- Customer PO number and date
- Item detail, including quantities and prices and
- Quote information for matching against the PO
Maximize customer PO data accuracy by programmatically validating PO data against existing data in Finance & Operations sales quote and sales order records
The Datahaven sales automation solution can also automatically identify and create new customers in Finance & Operations for those placing an initial or one-time order.
Datahaven automatically places these new customers on shipment hold and enable the accounts receivable department to route orders through pre-defined Datahaven approval workflows to facilitate additional customer contact and setup processes.
Leverage Datahaven’s document-centric workflow processes to require the appropriate level of document review and approval before Datahaven programmatically creates a new customer record or a new sales order record in Finance & Operations
Configure any number of document workflow queues (e.g., inbound email capture, document import, document scanning) to facilitate capturing and storing customer PO details and related support documents such as a copy of the original customer’s email and its attachments.
Enhance the sales automation processing by using Datahaven’s workflow to route new sales orders for customer service review, for specific sales representative review, or for exception review.