Document Management Directly in Microsoft Dynamics

With the Microsoft Dynamics 365 / AX Connector for ELO

The Challenge

Whether its orders, invoices, documentation, contracts with customers and partners or simply receipts and vouchers: the list of documents and data that are created daily in companies is long. Unfortunately, so is the time necessary to search for them.

Many employees, from clerk to head of department to management, spend a large part of their time searching for needed documents. Older documents are often found in overcrowded and sometimes poorly sorted paper archives instead of the ERP system.

 

The solution: Find it digital at a glance instead of somewhere in the Explorer or a paper archive.

As a business partner of ELO, we not only offer you the leading DMS on the German market. With the AX Connector for ELO, you can also seamlessly integrate document management solutions into Microsoft Dynamics AX / 365 for Finance and Operations. This allows you to access data, documents and information reliably and quickly at any time without leaving Microsoft Dynamics AX and your familiar working environment. The 365 / AX Connector for ELO is an add-on for Microsoft Dynamics AX / 365 for Finance and Operations programmed by Inway.

Automation of invoice import

Thanks to a new feature, automating incoming invoices is now even easier and faster with the Dynamics 365 / AX Connector for ELO. Previously, incoming invoices had to be created manually in Microsoft Dynamics before they could be posted and archived. Today, this also works the other way around: You simply store the invoices in the ELO-DMS and let it extract the necessary invoice information (item no. price, quantity, etc.). From here, all relevant invoice data is then imported directly into Microsoft Dynamics 365. Simplifying and automating this process saves you a lot of time and money every day.

Archiving outgoing documents

In this video we show you how to archive outgoing documents with the Dynamics 365 / AX Connector for ELO

Processing incoming documents

Here you can see the archiving and further processing of incoming documents

Setup of the Dynamics 365 / AX Connector for ELO

In this video we show you the setup of the Dynamics 365 / AX Connector for ELO

Dynamics 365 / AX Connector for ELO: preferred solution in Microsoft's AppSource

The Dynamics 365 / AX Connector for ELO is also available in Mircosoft AppSource. Our add-on has been tested and validated by Microsoft experts and awarded as preferred solution in the AppSource.

How you benefit from Dynamics 365 / AX Connector for ELO

Directly in Dynamics

Find what you need directly from the information cockpit of Microsoft Dynamics 365 / AX.

[Translate to English:] Dokumentenmanagement-Zeit-und-Orts-unabhΓ€ngig
Quick finding

Quickly retrieve documents as they are all stored centrally in one place.

 

[Translate to English:] Dokumentenmanagement-Archivieren
Automatic archiving

Once set up, documents are automatically archived in the background and are always immediately up-to-date.

 

 

The Dynamics 365 / AX Connector for ELO offers: 

 

  • Archiving of outgoing documents: Documents created by AX / 365 are stored in ELO automatically and with all relevant indexes in a structured manner. Outgoing documents such as invoices, delivery notes and order confirmations are then displayed on the order and for the customer, on product data sheets in the item master data and on the ordered item.
  • Archiving of incoming documents: Incoming documents can be automatically linked to the corresponding booking process in Dynamics AX / 365 using barcodes. Incoming invoices and delivery notes are then displayed, e.g., on the purchase order and for the supplier, and workflows such as the verification of purchase invoices are automatically initiated.
  • Automation of invoice import: You simply store the invoices in ELO. Necessary invoice information is extracted from the DMS and imported directly into Microsoft Dynamics 365.
  • Fully integrated display: Incoming and outgoing documents are displayed directly in the Dynamics ERP client, even if they have not been created there.

 

Screenshots

The Dynamics 365 / AX Connector for ELO: Document Setup

The Dynamics 365 / AX Connector for ELO: Invoice View

What does the Dynamics 365 / AX Connector for ELO cost?

Dynamics 365 / AX Connector for ELO - one-off license fee
On Premise

The Dynamics 365 / AX Connector for ELO lifetime license fee for the on premise versions of Dynamics 365 / AX costs 14.900 β‚¬.

Dynamics 365 / AX Connector for ELO - monthly fee
Cloud

The subscription of the cloud version of Dynamics 365 costs 497 € per month.

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1. In which languages is the Dynamics 365 / AX Connector for ELO available?Β 

Our solutions and add-ons are continuously maintained and developed. The Dynamics 365 / AX Connector for ELO is currently available in German and English. If you would like a different language, please contact us directly.

Back to the questions

2. For which Dynamics solutions is the Dynamics 365 / AX Connector for ELO available?

The Dynamics 365 / AX Connector for ELO is available as an add-on for the following ERP systems:

  • Microsoft Dynamics AX
  • Microsoft Dynamics 365 for Finance and Operations
  • Microsoft Dynamics 365 Finance
  • Microsoft Dynamics 365 Supply Chain Management

Back to the questions

3. Why should you link your Dynamics ERP system with the ELO DMS?

The advantages a DMS solution like ELO offers you are shortened searches; centrally located data; an audit-proof, legally compliant and space-saving archive; every employee knows where the documents are and can access them from their home office.

In addition, you get the advantages of automated and thus error-free filing, archiving and indexing (tagging). The automation leads to significant savings in time, effort and money and results in uniform indexing.

Back to the questions

4. Do employees have to work parallel with the ERP system and ELO DMS?

No. You have direct access to all documents via your ERP client.  Without opening your ELO DMS, you can browse the archive in the ERP.

Back to the questions

5. Is it possible to view documents via the ERP client that were not created in the ERP?

Yes. All documents can be displayed directly in the Dynamics ERP client. This includes external documents such as operating instructions for products, quality certificates or even design drawings.

Back to the questions

6. Which outgoing documents are archived and indexed fully automatically in ELO?

The following document types are already included in the standard Dynamics 365 / AX Connector for ELO:

  • Offer
  • Order confirmation
  • Order invoice
  • Order credit note
  • Delivery note
  • Order
  • Free text invoice and credit note

Further document types may be added at any time.

Back to the questions

7. Which incoming documents are archived and indexed semi-automatically in ELO?

The following document types are already included in the template of the Dynamics 365 / AX Connector for ELO:

  • Invoice with order reference
  • Invoice without order reference
  • Delivery note
  • Credit note

Further document types may be added at any time.

Back to the questions

8. Why is the archiving and indexing of incoming documents only semi-automatic?

Unlike outgoing documents generated directly in the ERP you often receive incoming documents by mail. Therefore, the documents must first be scanned and marked with a unique identifier to prepare further automatic archiving and indexing. This is necessary to be able to assign the incoming document to the correct posting in the ERP.

In practice, it has proven to attach a barcode sticker to the analogue documents, which ELO can then read automatically for archiving. After entering the barcode ID, indexing is fully automatic.

Back to the questions

9. Must the barcode also be attached to documents such as an attachment in an email?

No. Incoming documents that are already in digital form can be automatically stored in ELO. However, it is important that they receive a unique identifier. This does not necessarily have to be a barcode, but can also be any unique number. After entering this identifier, indexing is fully automatic.

Back to the questions

10. Can incoming invoices be imported completely from ELO?

Yes. Fully automatic import of an invoice from ELO is possible. If the relevant information such as the vendor number, invoice number, invoice amount and ideally the individual items of the invoices are available in ELO, the DMS connector for ELO can also create invoices directly in Dynamics 365 / AX from these documents.

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