Integrating Microsoft Power Apps Into Dynamics GP To Modernize Invoice Approval Processes for a Construction Materials Supplier

The Client

In the bustling world of concrete and contracting supplies, a prominent supplier recognized they had inefficiencies in their existing invoice approval process. While continuing to rely on Microsoft Dynamics GP for its ERP needs, the supplier was keen on integrating a mobile solution to enhance efficiency. Previously, the company's process involved printing paper invoices and having them physically signed at the job site. This was followed by scanning and manually linking the invoices to emails for verification — a notably time-consuming sequence of tasks. Here’s how The TM Group (TMG) helped.

The Challenge

The existing manual and time-intensive invoice approval mechanism was a major hurdle, as it lacked the mobility and efficiency needed to manage invoices. It required physical signatures and manual linking of invoices to emails, which not only delayed invoicing, but also increased the potential for human error.

The TM Group proposed a modern workplace solution by integrating the Microsoft Power Apps cloud solution with Dynamics GP on-premises. This integration utilized various tools and applications such as:

Given that TMG had not previously worked with this exact combination of tools, significant research and development were essential to tailor a solution that would connect the client’s legacy Dynamics GP on-premises system to modern cloud-based workflows using Power Apps.

The Solution

The cornerstone of TMG's solution was the utilization of Microsoft Power Apps to create a custom application specifically designed for the client’s digital signature collection and to streamline their invoice management needs.

This was complemented by the integration of eOne’s SmartList Builder, which facilitated the rendering of data and execution of custom queries within Dynamics GP.

Additionally, TMG developed a tablet application to enable on-site signature collection and order management that functions seamlessly even in areas without data coverage. This application directly feeds data into Dynamics GP, allowing easy users to easily view both signed and unsigned invoices within GP utilizing SmartLists. If a signed invoice needs to be viewed, those invoices are able to be viewed using SQL Server Reporting Services.

The formatting and distribution of invoices with signatures is managed through Microsoft SQL Server Reporting Services (SSRS) and Liaison Messenger. Utilizing the basic contact management capabilities included with Dynamics GP, which stores email addresses within customer cards, invoices are generated through Liaison Messenger and then dispatched through Exchange Server.

While Liaison Messenger inherently provided much of this functionality, TMG had to develop custom-parts of the application to incorporate the captured customer signatures in the automated emails, enhancing the personalization and security of the communications.

The Impact

The integration of these technologies transformed the client’s invoice approval process by:

Through TMG's innovative use of technology, the client not only modernized its invoice processing, but also aligned its operations with the evolving digital landscape, enabling a new standard in efficiency and client service within the industry.