Demo: Procurement, Invoice, and Payment (P2P) Automation in Microsoft Dynamics

• 0:06 — Introduction and P2P overview — Josh Campanero introduces the webinar and the Pairsoft team, and describes the product as a full procure-to-pay solution spanning procurement, AP automation, and payments, with document management and reporting, specifically for the Microsoft Dynamics audience.
• 2:09 — Demo handoff and the homepage hub — Tammy Bower takes over and introduces the homepage as the central hub for requisitions, PO and invoice approvals, and payments. She notes that access to each area, such as the payments tile, is governed by tight role-based security.
• 3:59 — Why use procurement and requisitions — Tammy explains the value of controlling spend up front through a procurement/PO system so invoices are not a surprise later. The tool can integrate with GP or Business Central, or run standalone.
• 4:56 — Building a requisition from catalogs — She demonstrates creating a requisition using punchout catalogs such as Amazon and internal custom catalogs, adding items like a stapler and a printer to the cart from multiple vendors.
• 9:45 — Requisition details and non-catalog lines — Tammy adds line-level detail including descriptions, account numbers pulled from the ERP chart of accounts, and needed-by dates, and adds a free-form non-catalog line for office cleaning before submitting.
• 12:10 — Approval workflow and PO creation — The submitted requisition enters an approval workflow, and once approved the system automatically creates purchase orders, splitting them into separate POs by vendor. Tammy shows the resulting POs and confirms they appear in GP.
• 16:23 — Transition to invoices and receiving — Tammy recaps the procurement-to-PO flow and moves into invoicing, explaining receiving and shipment handling and two-way versus three-way matching, and notes most organizations will always have a mix of PO and non-PO invoices.
• 17:49 — Capturing invoices via email monitoring — She describes how PaperSave can automatically monitor a dedicated AP email inbox (about every 30–45 seconds), pulling in attachments to the first workflow step without deleting the original email, alongside scanning and drag-and-drop options.
• 22:04 — AP dashboard and workflow overview — Playing the accounts payable role, Tammy shows single sign-on and a dashboard summarizing invoice counts, totals, due dates, past-due items, workflow steps, and document ownership, including reassigning documents when someone is out of office.
• 24:50 — Non-PO and PO invoice data entry — Tammy shows OCR pre-filling vendor and coding validated against the ERP, due-date calculation from vendor terms, duplicate checking, GL distribution across accounts, and routing to reviewers. She then demonstrates matching a PO invoice by pulling line items from Business Central or GP.
• 32:54 — Reviewer approval, mobile, and email — Tammy demonstrates the reviewer experience, including email notifications, approving or rejecting from the desk, a downloadable mobile app, or directly from a per-item email, with required rejection reasons and audit stamping.
• 39:05 — Submitting invoices to the ERP — Approved invoices reach a submit step back in accounting, where hitting submit creates the corresponding transaction in GP or Business Central in real time and links the document to it.
• 41:05 — Payment process and building a batch — Tammy contrasts the manual ERP check-batch process with PaperSave’s approach, where batch building and approval happen in the workflow. She filters invoices by due date and notes that unposted transactions are blocked from payment.
• 46:13 — Payment approval and PaperSave Pay — At the payment approval step the treasurer or check signer approves payments, after which data flows both to PaperSave Pay, which validates vendor banking details before issuing checks or virtual cards, and to the ERP to create the payment transaction.
• 48:29 — Completed payments and ERP tie-out — Tammy shows completed payments with their full approval history, the payment transaction created in GP with matching record numbers, and the payment dashboard used for inquiry and aging reports.
• 51:57 — Business Central document links and search — She demonstrates how documents and approval history are tied to posted and unposted transactions in Business Central, plus PaperSave history search to retrieve invoices by period and share them as attachments or secure links for auditors, with unlimited users.
• 55:15 — Wrap-up and Q&A — Tammy stops sharing and hands back to Josh, who notes the volume of material covered and the questions received, moving the session into live Q&A.

Which ERP systems does this P2P solution work with?

The solution is built for Microsoft Dynamics and integrates with both Dynamics GP and Dynamics Business Central. The procurement tool can also run as a standalone system if an organization does not want direct ERP integration.

How are requisitions and purchase orders created?

Users build a requisition from punchout catalogs (such as Amazon), from internal custom catalogs of approved items, or by adding free-form lines for items not in any catalog. After the requisition is approved through a configurable workflow, the system automatically creates purchase orders in the ERP, splitting them into separate POs by vendor.

How do invoices get into the system?

Invoices can be captured automatically by having PaperSave monitor a dedicated accounts payable email inbox, which it checks roughly every 30 to 45 seconds and pulls attachments into the first workflow step without deleting the original email. Invoices can also be scanned to that inbox or added by drag-and-drop or a connected scanner.

What data does the system fill in automatically on an invoice?

OCR pre-populates fields such as the vendor, invoice number, dates, dollar amounts, and account coding. The vendor is validated against the ERP, due dates can be calculated from the vendor’s payment terms (for example net 30), and default account numbers tied to a vendor or item are pulled in. The system also checks for duplicate invoices across the ERP and all steps of the workflow.

Can it handle both PO and non-PO invoices?

Yes. For PO invoices, the system finds the PO number and pulls in line items from the ERP, supporting two-way and three-way matching (pulling from the receiving transaction for three-way matches). Non-PO invoices are keyed or auto-coded and can be distributed across multiple GL accounts. Organizations typically process a mix of both.

How do approvers review and approve invoices?

Approvers receive email notifications and can approve or reject in three ways: from their desktop in PaperSave, from a downloadable mobile app for Android and Apple devices, or directly from a per-item email that shows the invoice and coding. Approvals and rejections are date-, time-, and user-stamped, and rejections require a reason. Workflows can escalate through multiple levels based on department, cost category, dollar amount, or location.

How does the payment process work?

Instead of building and approving check batches manually in the ERP, PaperSave handles batch building and approval within its workflow. Payment batches can be filtered by criteria such as due date, and transactions not yet posted in the ERP are blocked from payment. Once a treasurer or check signer approves, PaperSave Pay validates the vendor’s banking information and issues checks or virtual cards, while a corresponding payment transaction is written back to the ERP.

How are documents stored, retrieved, and shared for auditing?

Each document is linked to its ERP transaction, and every step keeps an audit trail of who approved what and when. Users can search active workflow items and historical documents by period, for example viewing all invoices processed in a given month for auditors. Documents can be shared as attachments, as secure links that require appropriate access rights, or exported to Excel, and the system supports an unlimited number of users without per-user licenses.