Streamlined Purchase Order Approval for Finance Teams: Automate Your Business Processes - Ep.7

Name: Streamlined Purchase Order Approval for Finance Teams: Automate Your Business Processes - Ep.7 | Open Video
Uploaded: 2025-08-06T06:32:20+00:00
Duration: 37 min 2 s

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Heat. Heat.
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Heat. Heat.
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Heat. Heat. [Music]
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Heat. Heat.
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Heat. Heat.
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[Music]
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Greetings everyone.
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Greetings everyone.
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Greetings everyone. Welcome again to our automation so where
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Welcome again to our automation so where
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Welcome again to our automation so where we talk about how we can automate our
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we talk about how we can automate our
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we talk about how we can automate our business processes. On every session we
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business processes. On every session we
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business processes. On every session we take a different use case where we talk
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take a different use case where we talk
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take a different use case where we talk about that how we can implement the
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about that how we can implement the
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about that how we can implement the automation for that particular use case.
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automation for that particular use case.
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automation for that particular use case. What could be the potential tool that we
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What could be the potential tool that we
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What could be the potential tool that we can use from the Microsoft stack. Right?
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can use from the Microsoft stack. Right?
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can use from the Microsoft stack. Right? So today as well we have another topic.
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So today as well we have another topic.
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So today as well we have another topic. So we are going to talk today about uh
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So we are going to talk today about uh
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So we are going to talk today about uh purchase order automation. So here is
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purchase order automation. So here is
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purchase order automation. So here is the agenda for today. So we will start
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the agenda for today. So we will start
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the agenda for today. So we will start with our basic introduction about the
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with our basic introduction about the
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with our basic introduction about the use case that we are going to discuss
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use case that we are going to discuss
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use case that we are going to discuss today and then we will see that what
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today and then we will see that what
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today and then we will see that what could be the proposed solution. Okay. So
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could be the proposed solution. Okay. So
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could be the proposed solution. Okay. So what what we think that this could be a
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what what we think that this could be a
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what what we think that this could be a potential solution for the automation of
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potential solution for the automation of
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potential solution for the automation of this use case and then we will discuss
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this use case and then we will discuss
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this use case and then we will discuss the tools that we are going to use in
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the tools that we are going to use in
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the tools that we are going to use in our automation. So we will talk about
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our automation. So we will talk about
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our automation. So we will talk about business central that's ERP from
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business central that's ERP from
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business central that's ERP from Microsoft and we will talk about our
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Microsoft and we will talk about our
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Microsoft and we will talk about our workflow automation tool power automate
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workflow automation tool power automate
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workflow automation tool power automate and then we'll talk about teams and
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and then we'll talk about teams and
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and then we'll talk about teams and outlook that we use for the notification
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outlook that we use for the notification
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outlook that we use for the notification for you know on uh team chat or sending
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for you know on uh team chat or sending
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for you know on uh team chat or sending email on that outlook and then we'll
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email on that outlook and then we'll
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email on that outlook and then we'll have the demo of this use case where we
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have the demo of this use case where we
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have the demo of this use case where we will show that how we can build
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will show that how we can build
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will show that how we can build automation for this particular use case.
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automation for this particular use case.
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automation for this particular use case. Okay. So let's jump into our topic. So
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Okay. So let's jump into our topic. So
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Okay. So let's jump into our topic. So before jumping let's have a quick
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before jumping let's have a quick
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before jumping let's have a quick introduction about ourself. So myself
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introduction about ourself. So myself
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introduction about ourself. So myself Mahindra and I have my friend Sundep
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Mahindra and I have my friend Sundep
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Mahindra and I have my friend Sundep Misra with me. We both are Microsoft MVP
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Misra with me. We both are Microsoft MVP
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Misra with me. We both are Microsoft MVP as well as shishar corner MVPs. So we
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as well as shishar corner MVPs. So we
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as well as shishar corner MVPs. So we have been working on this Microsoft you
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have been working on this Microsoft you
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have been working on this Microsoft you know Microsoft stack it's more than 10
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know Microsoft stack it's more than 10
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know Microsoft stack it's more than 10 years now. So working on different uh
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years now. So working on different uh
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years now. So working on different uh you know uh applications or different
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you know uh applications or different
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you know uh applications or different technologies. So we are here. So I will
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technologies. So we are here. So I will
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technologies. So we are here. So I will be taking care of that use case. I will
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be taking care of that use case. I will
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be taking care of that use case. I will discuss all these tools and all and then
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discuss all these tools and all and then
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discuss all these tools and all and then after that I will pass my to my friend
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after that I will pass my to my friend
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after that I will pass my to my friend Sep who will be taking care of the demo.
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Sep who will be taking care of the demo.
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Sep who will be taking care of the demo. Okay. So let's jump into our use case.
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Okay. So we are going to talk about
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Okay. So we are going to talk about
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Okay. So we are going to talk about today purchase order approval process.
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today purchase order approval process.
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today purchase order approval process. Okay. So let's first understand like
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Okay. So let's first understand like
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Okay. So let's first understand like what is purchase order. Okay. So you
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what is purchase order. Okay. So you
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what is purchase order. Okay. So you know every company, every organization,
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know every company, every organization,
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know every company, every organization, every firm whether it's a small firm or
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every firm whether it's a small firm or
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every firm whether it's a small firm or the big firm okay everyone have their
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the big firm okay everyone have their
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the big firm okay everyone have their own budget for the year for the
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own budget for the year for the
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own budget for the year for the particular quarter right and based on
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particular quarter right and based on
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particular quarter right and based on that budget they you know buy new things
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that budget they you know buy new things
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that budget they you know buy new things or you know if that is it could be
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or you know if that is it could be
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or you know if that is it could be anything it could be you know some
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anything it could be you know some
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anything it could be you know some material that is required by you know
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material that is required by you know
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material that is required by you know their machines or it could be new
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their machines or it could be new
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their machines or it could be new machines or it could be your IT
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machines or it could be your IT
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machines or it could be your IT equipment depending on what type of
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equipment depending on what type of
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equipment depending on what type of business you are doing. So all the
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business you are doing. So all the
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business you are doing. So all the purchase are basically done within that
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purchase are basically done within that
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purchase are basically done within that budget that is allocated for that
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budget that is allocated for that
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budget that is allocated for that particular
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particular
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particular you know time period right. So which
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you know time period right. So which
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you know time period right. So which basically like you know depends on that
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basically like you know depends on that
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basically like you know depends on that you know sales uh there are many factors
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you know sales uh there are many factors
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you know sales uh there are many factors that how they you know allocate those
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that how they you know allocate those
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that how they you know allocate those budgets on just like you know when we
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budgets on just like you know when we
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budgets on just like you know when we have our budget right in India. So in
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have our budget right in India. So in
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have our budget right in India. So in our budget we have different different
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our budget we have different different
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our budget we have different different budget allocated on different different
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budget allocated on different different
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budget allocated on different different things like you know there is some
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things like you know there is some
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things like you know there is some budget on the defense there is some
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budget on the defense there is some
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budget on the defense there is some budget on the IT there is some budget on
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budget on the IT there is some budget on
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budget on the IT there is some budget on the medical right so that kind of thing
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the medical right so that kind of thing
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the medical right so that kind of thing in same uh way in organization in
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in same uh way in organization in
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in same uh way in organization in companies also the budget is allocated
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companies also the budget is allocated
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companies also the budget is allocated for this particular purchase right so
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for this particular purchase right so
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for this particular purchase right so whenever we want to purchase something
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whenever we want to purchase something
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whenever we want to purchase something that purchase need to be reviewed by the
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that purchase need to be reviewed by the
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that purchase need to be reviewed by the number of teams depending on you know
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number of teams depending on you know
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number of teams depending on you know for which department you are buying that
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for which department you are buying that
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for which department you are buying that you know your mach
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stuff or software or equipment whatever
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stuff or software or equipment whatever
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stuff or software or equipment whatever depending on your business okay that
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depending on your business okay that
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depending on your business okay that need to go on the different different
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need to go on the different different
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need to go on the different different teams and every team review that who all
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teams and every team review that who all
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teams and every team review that who all are related right who are concerned team
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are related right who are concerned team
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are related right who are concerned team so those person will review that orders
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so those person will review that orders
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so those person will review that orders and they will see that okay the purchase
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and they will see that okay the purchase
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and they will see that okay the purchase that we are going to do this is under
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that we are going to do this is under
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that we are going to do this is under our budget and that is required it's not
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our budget and that is required it's not
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our budget and that is required it's not unnecess necessary. We are spending
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unnecess necessary. We are spending
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unnecess necessary. We are spending money on something that is not required
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money on something that is not required
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money on something that is not required or that is out of our allocated budget.
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or that is out of our allocated budget.
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or that is out of our allocated budget. Right? So that process basically we call
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Right? So that process basically we call
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Right? So that process basically we call it as a purchase order approval process.
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it as a purchase order approval process.
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it as a purchase order approval process. Normally this type of thing if you are
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Normally this type of thing if you are
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Normally this type of thing if you are using you know some tool for this
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using you know some tool for this
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using you know some tool for this transformation like you are using you
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transformation like you are using you
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transformation like you are using you know part of the digital transformation
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know part of the digital transformation
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know part of the digital transformation right and you are using some kind of ERP
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right and you are using some kind of ERP
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right and you are using some kind of ERP then it can be some ERP software or if
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then it can be some ERP software or if
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then it can be some ERP software or if you are not big company you are a small
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you are not big company you are a small
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you are not big company you are a small company then you could have some other
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company then you could have some other
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company then you could have some other you know small software where you manage
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you know small software where you manage
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you know small software where you manage this process okay so in our case you are
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this process okay so in our case you are
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this process okay so in our case you are going to take it as a ERP when you are
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going to take it as a ERP when you are
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going to take it as a ERP when you are using some ERP ERP in that ERP how you
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using some ERP ERP in that ERP how you
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using some ERP ERP in that ERP how you handle that process and what could be
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handle that process and what could be
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handle that process and what could be the potential solution for automation of
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the potential solution for automation of
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the potential solution for automation of this uh process where we want to make
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this uh process where we want to make
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this uh process where we want to make approval of the purchase order right. So
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approval of the purchase order right. So
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approval of the purchase order right. So as I said that there we have different
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as I said that there we have different
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as I said that there we have different type of team uh you know which is
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type of team uh you know which is
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type of team uh you know which is concerned on that. So when we create you
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concerned on that. So when we create you
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concerned on that. So when we create you know purchase order that should give
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know purchase order that should give
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know purchase order that should give some notification to these concern team
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some notification to these concern team
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some notification to these concern team that okay there is some purchase order
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that okay there is some purchase order
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that okay there is some purchase order created so that you know in the timely
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created so that you know in the timely
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created so that you know in the timely manner you know they can review that and
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manner you know they can review that and
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manner you know they can review that and they can see that okay what is the item
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they can see that okay what is the item
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they can see that okay what is the item what is the price so those kind of thing
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what is the price so those kind of thing
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what is the price so those kind of thing can be reviewed and then approved in the
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can be reviewed and then approved in the
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can be reviewed and then approved in the timely uh manner so that it can be
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timely uh manner so that it can be
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timely uh manner so that it can be purchased within that particular time
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purchased within that particular time
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purchased within that particular time frame. Okay. So that's what we are going
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frame. Okay. So that's what we are going
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frame. Okay. So that's what we are going to handle today. And now based on our
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to handle today. And now based on our
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to handle today. And now based on our uh proposed solution based on our uh you
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uh proposed solution based on our uh you
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uh proposed solution based on our uh you know thought on that that this could be
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know thought on that that this could be
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know thought on that that this could be a potential solution for automating this
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a potential solution for automating this
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a potential solution for automating this process. Okay. So we are here basically
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process. Okay. So we are here basically
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process. Okay. So we are here basically taking as I said that we are going to
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taking as I said that we are going to
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taking as I said that we are going to talk about that ERP. So we are taking
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talk about that ERP. So we are taking
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talk about that ERP. So we are taking business central ERP that's basically
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business central ERP that's basically
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business central ERP that's basically you know small to midsize company use
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you know small to midsize company use
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you know small to midsize company use for that ERP operations. So we are going
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for that ERP operations. So we are going
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for that ERP operations. So we are going to uh use this tool. So when the
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to uh use this tool. So when the
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to uh use this tool. So when the purchase order is created into business
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purchase order is created into business
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purchase order is created into business uh central how we can implement that
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uh central how we can implement that
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uh central how we can implement that approval process. So that's what we are
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approval process. So that's what we are
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approval process. So that's what we are going to talk and then once this is
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going to talk and then once this is
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going to talk and then once this is created it will be triggered in the
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created it will be triggered in the
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created it will be triggered in the power automate. So power automate is
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power automate. So power automate is
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power automate. So power automate is basically we are using for the workflow
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basically we are using for the workflow
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basically we are using for the workflow logic that okay if some trigger happened
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logic that okay if some trigger happened
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logic that okay if some trigger happened what we need to do. Okay. So workflow
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what we need to do. Okay. So workflow
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what we need to do. Okay. So workflow this power automate will take care of
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this power automate will take care of
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this power automate will take care of fetching the data from there and
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fetching the data from there and
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fetching the data from there and deciding that okay which department it
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deciding that okay which department it
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deciding that okay which department it will go and where the team need to send
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will go and where the team need to send
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will go and where the team need to send that notification or uh send that
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that notification or uh send that
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that notification or uh send that outlook email. So this for this we are
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outlook email. So this for this we are
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outlook email. So this for this we are going to use this power automate and
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going to use this power automate and
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going to use this power automate and then teams will be for the approval
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then teams will be for the approval
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then teams will be for the approval process. Okay. So making it faster. So
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process. Okay. So making it faster. So
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process. Okay. So making it faster. So that they can easily get a notification
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that they can easily get a notification
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that they can easily get a notification on the team and they can quickly review
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on the team and they can quickly review
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on the team and they can quickly review that and then you know we can also
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that and then you know we can also
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that and then you know we can also include some reference on that and they
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include some reference on that and they
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include some reference on that and they can approve it
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can approve it
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can approve it and once this complete process is done
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and once this complete process is done
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and once this complete process is done whether it's approved or rejected then
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whether it's approved or rejected then
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whether it's approved or rejected then set sending this notification to the
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set sending this notification to the
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set sending this notification to the concern team so that they know that okay
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concern team so that they know that okay
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concern team so that they know that okay this particular purchase order is
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this particular purchase order is
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this particular purchase order is approved or this is rejected by the
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approved or this is rejected by the
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approved or this is rejected by the team. So that's the potential solution
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team. So that's the potential solution
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team. So that's the potential solution that we are going to discuss.
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Okay. So business central. So business
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Okay. So business central. So business
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Okay. So business central. So business central as I said that this is basically
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central as I said that this is basically
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central as I said that this is basically used by the mid to uh you know small to
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used by the mid to uh you know small to
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used by the mid to uh you know small to midsize companies and that's part of the
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midsize companies and that's part of the
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midsize companies and that's part of the Microsoft Dynamics 365
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Microsoft Dynamics 365
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Microsoft Dynamics 365 you know app. So just like we have that
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you know app. So just like we have that
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you know app. So just like we have that first party app from that Microsoft like
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first party app from that Microsoft like
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first party app from that Microsoft like sales field service all those this is
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sales field service all those this is
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sales field service all those this is basically the ERP side of app which we
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basically the ERP side of app which we
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basically the ERP side of app which we use for the ERP function. So ERP is
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use for the ERP function. So ERP is
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use for the ERP function. So ERP is basically where we do that you know like
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basically where we do that you know like
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basically where we do that you know like complete set of like we can what we can
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complete set of like we can what we can
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complete set of like we can what we can do in C traditional CRM that can be also
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do in C traditional CRM that can be also
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do in C traditional CRM that can be also done in the ERP because ERP also have a
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done in the ERP because ERP also have a
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done in the ERP because ERP also have a small you know module for the managing
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small you know module for the managing
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small you know module for the managing their customer and their sales as well.
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their customer and their sales as well.
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their customer and their sales as well. So but it has a very limited
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So but it has a very limited
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So but it has a very limited functionality on that but apart from
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functionality on that but apart from
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functionality on that but apart from that it has more capabilities on the
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that it has more capabilities on the
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that it has more capabilities on the financial side. So it has more you know
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financial side. So it has more you know
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financial side. So it has more you know taxation more way to generate that
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taxation more way to generate that
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taxation more way to generate that purchase order more you know approval
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purchase order more you know approval
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purchase order more you know approval process are there or how you deal your
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process are there or how you deal your
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process are there or how you deal your invoicing how you you know do your
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invoicing how you you know do your
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invoicing how you you know do your taxing all that if there is some
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taxing all that if there is some
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taxing all that if there is some particular taxation that you need to
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particular taxation that you need to
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particular taxation that you need to apply those can be done here on the ERP.
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apply those can be done here on the ERP.
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apply those can be done here on the ERP. So we have different different modules
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So we have different different modules
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So we have different different modules that's part of the ERP. So for example
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that's part of the ERP. So for example
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that's part of the ERP. So for example some you know marketing modules some HR
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some you know marketing modules some HR
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some you know marketing modules some HR modules or we can also create our own
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modules or we can also create our own
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modules or we can also create our own custom modules. So this is basically
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custom modules. So this is basically
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custom modules. So this is basically completely enter you know uh resource
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completely enter you know uh resource
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completely enter you know uh resource planning uh application is there that
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planning uh application is there that
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planning uh application is there that what we are going to use for generating
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what we are going to use for generating
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what we are going to use for generating that purchase order. So if some purchase
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that purchase order. So if some purchase
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that purchase order. So if some purchase order is created on the business central
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order is created on the business central
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order is created on the business central then how it will interact with the other
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then how it will interact with the other
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then how it will interact with the other tool that for example the power automate
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tool that for example the power automate
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tool that for example the power automate that's what we are going to use.
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Okay. So, so power automate basically
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Okay. So, so power automate basically
10:58
Okay. So, so power automate basically that's our core tool that we use for the
11:01
that's our core tool that we use for the
11:01
that's our core tool that we use for the workflow automation where we uh take you
11:04
workflow automation where we uh take you
11:04
workflow automation where we uh take you know data from that connected
11:07
know data from that connected
11:07
know data from that connected application. So whenever the normally
11:09
application. So whenever the normally
11:09
application. So whenever the normally what we do we bound this power automate
11:12
what we do we bound this power automate
11:12
what we do we bound this power automate with a particular trigger that is from
11:14
with a particular trigger that is from
11:14
with a particular trigger that is from the related application. So in our case
11:17
the related application. So in our case
11:17
the related application. So in our case today that's business central. So as you
11:20
today that's business central. So as you
11:20
today that's business central. So as you can see here on the business center in
11:22
can see here on the business center in
11:22
can see here on the business center in the right hand side these are the
11:24
the right hand side these are the
11:24
the right hand side these are the different actions these are sorry these
11:26
different actions these are sorry these
11:26
different actions these are sorry these are the different actions and triggers
11:28
are the different actions and triggers
11:28
are the different actions and triggers that is available and we can see here
11:32
that is available and we can see here
11:32
that is available and we can see here it's basically dynamics 365 business
11:35
it's basically dynamics 365 business
11:35
it's basically dynamics 365 business central and there is a diamond here okay
11:38
central and there is a diamond here okay
11:38
central and there is a diamond here okay which means that when you want to use
11:41
which means that when you want to use
11:41
which means that when you want to use this particular connector you need to be
11:43
this particular connector you need to be
11:43
this particular connector you need to be a you get a premium license for that
11:46
a you get a premium license for that
11:46
a you get a premium license for that okay so there are some connector that is
11:49
okay so there are some connector that is
11:49
okay so there are some connector that is freely available. So for example, you
11:51
freely available. So for example, you
11:51
freely available. So for example, you know, if you are connecting with you
11:53
know, if you are connecting with you
11:53
know, if you are connecting with you know some shareepoint so you don't need
11:55
know some shareepoint so you don't need
11:55
know some shareepoint so you don't need any particular premium license but if
11:58
any particular premium license but if
11:58
any particular premium license but if you want to use like data versse data
12:01
you want to use like data versse data
12:01
you want to use like data versse data versse is also premium connector and in
12:03
versse is also premium connector and in
12:03
versse is also premium connector and in this case as well you need to buy
12:05
this case as well you need to buy
12:06
this case as well you need to buy premium connector only after that you
12:08
premium connector only after that you
12:08
premium connector only after that you can use these action these triggers that
12:11
can use these action these triggers that
12:11
can use these action these triggers that is part of the business center. Okay. So
12:14
is part of the business center. Okay. So
12:14
is part of the business center. Okay. So we can use these triggers. So once this
12:17
we can use these triggers. So once this
12:17
we can use these triggers. So once this trigger will happen power automate going
12:19
trigger will happen power automate going
12:19
trigger will happen power automate going to fetch that data from this particular
12:22
to fetch that data from this particular
12:22
to fetch that data from this particular you know application and then we have
12:24
you know application and then we have
12:24
you know application and then we have different type of controls that is
12:26
different type of controls that is
12:26
different type of controls that is available like we can apply if else we
12:29
available like we can apply if else we
12:29
available like we can apply if else we can apply switching there we can you
12:31
can apply switching there we can you
12:31
can apply switching there we can you know perform looping there depending on
12:34
know perform looping there depending on
12:34
know perform looping there depending on the scenario we can use different type
12:36
the scenario we can use different type
12:36
the scenario we can use different type of control and then we can identify what
12:39
of control and then we can identify what
12:39
of control and then we can identify what action we want to perform okay so just
12:42
action we want to perform okay so just
12:42
action we want to perform okay so just an example let's say if there is a
12:44
an example let's say if there is a
12:44
an example let's say if there is a purchase order and there is a particular
12:45
purchase order and there is a particular
12:45
purchase order and there is a particular ular amount if you want to say that if
12:48
ular amount if you want to say that if
12:48
ular amount if you want to say that if the amount is greater than this only
12:51
the amount is greater than this only
12:51
the amount is greater than this only then we require approval. Okay. So those
12:54
then we require approval. Okay. So those
12:54
then we require approval. Okay. So those kind of control we can place easily on
12:56
kind of control we can place easily on
12:56
kind of control we can place easily on the power automate. So there is a drag
12:58
the power automate. So there is a drag
12:58
the power automate. So there is a drag and drop and you can just take those
13:00
and drop and you can just take those
13:00
and drop and you can just take those actions apply those controls and then
13:03
actions apply those controls and then
13:03
actions apply those controls and then you can perform your flow right you can
13:06
you can perform your flow right you can
13:06
you can perform your flow right you can uh you know decide like how you want to
13:09
uh you know decide like how you want to
13:09
uh you know decide like how you want to design your flow you can put on the
13:11
design your flow you can put on the
13:11
design your flow you can put on the different different steps there okay
13:14
different different steps there okay
13:14
different different steps there okay based on that control and then further
13:18
based on that control and then further
13:18
based on that control and then further what other tools that we want to use
13:21
what other tools that we want to use
13:21
what other tools that we want to use that we can here basically the next one
13:24
that we can here basically the next one
13:24
that we can here basically the next one is the Microsoft teams Okay. So as I
13:28
is the Microsoft teams Okay. So as I
13:28
is the Microsoft teams Okay. So as I said that when you are working on this
13:31
said that when you are working on this
13:31
said that when you are working on this kind of approval process
13:33
kind of approval process
13:34
kind of approval process response should be there in a required
13:37
response should be there in a required
13:37
response should be there in a required time period. Right? So for example,
13:39
time period. Right? So for example,
13:39
time period. Right? So for example, let's say if I am I want to get some
13:41
let's say if I am I want to get some
13:41
let's say if I am I want to get some kind of a product or we need some kind
13:44
kind of a product or we need some kind
13:44
kind of a product or we need some kind of a critical software that is required
13:46
of a critical software that is required
13:46
of a critical software that is required for our project and that we we have the
13:49
for our project and that we we have the
13:49
for our project and that we we have the project delivery and before that maybe
13:51
project delivery and before that maybe
13:51
project delivery and before that maybe we suddenly got some kind of utility
13:54
we suddenly got some kind of utility
13:54
we suddenly got some kind of utility that is required for our application.
13:57
that is required for our application.
13:57
that is required for our application. Okay. So if we will release that
13:59
Okay. So if we will release that
13:59
Okay. So if we will release that purchase order we need to get that
14:01
purchase order we need to get that
14:01
purchase order we need to get that approval within the time frame right so
14:04
approval within the time frame right so
14:04
approval within the time frame right so that we can also release our project.
14:07
that we can also release our project.
14:07
that we can also release our project. Okay. So if let's say if uh just an
14:10
Okay. So if let's say if uh just an
14:10
Okay. So if let's say if uh just an example if let's say we are you know
14:12
example if let's say we are you know
14:12
example if let's say we are you know sending email notification for this
14:14
sending email notification for this
14:14
sending email notification for this approval they will get that email of
14:17
approval they will get that email of
14:17
approval they will get that email of course but maybe there are some other
14:19
course but maybe there are some other
14:19
course but maybe there are some other emails and they are not looking those
14:22
emails and they are not looking those
14:22
emails and they are not looking those all the emails right so there can be
14:24
all the emails right so there can be
14:24
all the emails right so there can be delay on that but instead of that if we
14:27
delay on that but instead of that if we
14:27
delay on that but instead of that if we are using Microsoft teams they will
14:30
are using Microsoft teams they will
14:30
are using Microsoft teams they will immediately get the notification and
14:32
immediately get the notification and
14:32
immediately get the notification and most of the companies which who are
14:35
most of the companies which who are
14:35
most of the companies which who are basically using Microsoft
14:37
basically using Microsoft
14:37
basically using Microsoft tools or they are using Microsoft stack
14:40
tools or they are using Microsoft stack
14:40
tools or they are using Microsoft stack they are using Microsoft team for their
14:43
they are using Microsoft team for their
14:43
they are using Microsoft team for their day-to-day communication right so as
14:45
day-to-day communication right so as
14:45
day-to-day communication right so as soon as we will generate this approval
14:48
soon as we will generate this approval
14:48
soon as we will generate this approval we will initiate the approval from the
14:50
we will initiate the approval from the
14:50
we will initiate the approval from the power automate they will get the
14:52
power automate they will get the
14:52
power automate they will get the notification and under that approval we
14:55
notification and under that approval we
14:55
notification and under that approval we can include the details okay that these
14:57
can include the details okay that these
14:57
can include the details okay that these are the purchase order details and if uh
15:00
are the purchase order details and if uh
15:00
are the purchase order details and if uh required we can also post their URL so
15:03
required we can also post their URL so
15:03
required we can also post their URL so that they can click on that and they can
15:05
that they can click on that and they can
15:05
that they can click on that and they can open that business central you know
15:07
open that business central you know
15:07
open that business central you know purchase order then they can review full
15:09
purchase order then they can review full
15:09
purchase order then they can review full details from there. So that can be also
15:12
details from there. So that can be also
15:12
details from there. So that can be also done using the team's approval. Okay.
15:15
done using the team's approval. Okay.
15:15
done using the team's approval. Okay. And they will get a button where they
15:17
And they will get a button where they
15:17
And they will get a button where they can just you know say approve or reject
15:19
can just you know say approve or reject
15:19
can just you know say approve or reject depending on that if we they will click
15:22
depending on that if we they will click
15:22
depending on that if we they will click on approval and let's say this purchase
15:24
on approval and let's say this purchase
15:24
on approval and let's say this purchase order approved then we can in the power
15:27
order approved then we can in the power
15:27
order approved then we can in the power automate check that okay what is the
15:29
automate check that okay what is the
15:29
automate check that okay what is the response if it is approved or rejected
15:33
response if it is approved or rejected
15:33
response if it is approved or rejected right and then based on that particular
15:36
right and then based on that particular
15:36
right and then based on that particular response we can apply the control and we
15:38
response we can apply the control and we
15:38
response we can apply the control and we can say that okay this is approved then
15:40
can say that okay this is approved then
15:40
can say that okay this is approved then we need to do further action maybe there
15:42
we need to do further action maybe there
15:42
we need to do further action maybe there is multiple approval required. So once
15:45
is multiple approval required. So once
15:45
is multiple approval required. So once that is approved by one team maybe we
15:47
that is approved by one team maybe we
15:47
that is approved by one team maybe we want to pass that to the next team
15:49
want to pass that to the next team
15:49
want to pass that to the next team second team so that you know after this
15:52
second team so that you know after this
15:52
second team so that you know after this there there is another team we need
15:54
there there is another team we need
15:54
there there is another team we need approval from that team as well. Okay.
15:56
approval from that team as well. Okay.
15:56
approval from that team as well. Okay. Or if it is a rejected then maybe we
15:59
Or if it is a rejected then maybe we
15:59
Or if it is a rejected then maybe we need to send notification that whoever
16:01
need to send notification that whoever
16:02
need to send notification that whoever created this purchase order we need to
16:04
created this purchase order we need to
16:04
created this purchase order we need to you know update them that your purchase
16:07
you know update them that your purchase
16:07
you know update them that your purchase order is rejected or maybe there are
16:09
order is rejected or maybe there are
16:09
order is rejected or maybe there are some changes that you need to do and
16:11
some changes that you need to do and
16:11
some changes that you need to do and maybe resend this purchase order so that
16:13
maybe resend this purchase order so that
16:13
maybe resend this purchase order so that they can review after the refinement of
16:16
they can review after the refinement of
16:16
they can review after the refinement of the purchase order. Right? So those kind
16:19
the purchase order. Right? So those kind
16:19
the purchase order. Right? So those kind of thing we can easily do on the
16:21
of thing we can easily do on the
16:21
of thing we can easily do on the Microsoft teams. We have these
16:23
Microsoft teams. We have these
16:23
Microsoft teams. We have these connectors and access uh sorry the
16:25
connectors and access uh sorry the
16:25
connectors and access uh sorry the triggers and accents available under
16:27
triggers and accents available under
16:27
triggers and accents available under that Microsoft team connector. So we can
16:30
that Microsoft team connector. So we can
16:30
that Microsoft team connector. So we can utilize these and perform this kind of
16:33
utilize these and perform this kind of
16:33
utilize these and perform this kind of approval process using power automate.
16:38
approval process using power automate.
16:38
approval process using power automate. Okay. Now
16:41
Okay. Now
16:41
Okay. Now another one that we are using for the uh
16:43
another one that we are using for the uh
16:43
another one that we are using for the uh notification that okay that final
16:46
notification that okay that final
16:46
notification that okay that final approval is done. Now we are properly
16:48
approval is done. Now we are properly
16:48
approval is done. Now we are properly sending a message that okay this
16:50
sending a message that okay this
16:50
sending a message that okay this purchase order is approved and then you
16:53
purchase order is approved and then you
16:53
purchase order is approved and then you can initiate your further process and
16:55
can initiate your further process and
16:55
can initiate your further process and you can send this purchase order to you
16:57
you can send this purchase order to you
16:57
you can send this purchase order to you can create a actual order for them. Okay
17:00
can create a actual order for them. Okay
17:00
can create a actual order for them. Okay maybe there is there is some pre uh
17:03
maybe there is there is some pre uh
17:03
maybe there is there is some pre uh entity record is created where we want
17:05
entity record is created where we want
17:05
entity record is created where we want to verify few things only after that we
17:08
to verify few things only after that we
17:08
to verify few things only after that we will create actual uh purchase order. So
17:10
will create actual uh purchase order. So
17:10
will create actual uh purchase order. So maybe that can be also done depending on
17:12
maybe that can be also done depending on
17:12
maybe that can be also done depending on the scenario. Okay. So that's what we
17:17
the scenario. Okay. So that's what we
17:17
the scenario. Okay. So that's what we have here in the outlook.
17:23
So after sending this uh notification
17:26
So after sending this uh notification
17:26
So after sending this uh notification that can be complete this particular
17:29
that can be complete this particular
17:29
that can be complete this particular approval process. So that's what the
17:32
approval process. So that's what the
17:32
approval process. So that's what the tool that we wanted to uh you know use
17:34
tool that we wanted to uh you know use
17:34
tool that we wanted to uh you know use into this potential solution. Now we
17:37
into this potential solution. Now we
17:37
into this potential solution. Now we will showcase the demo. I will pass Mike
17:40
will showcase the demo. I will pass Mike
17:40
will showcase the demo. I will pass Mike over to my friend uh Sep and he will
17:43
over to my friend uh Sep and he will
17:43
over to my friend uh Sep and he will showcase the demo that how this purchase
17:45
showcase the demo that how this purchase
17:45
showcase the demo that how this purchase order approval we can implement using
17:49
order approval we can implement using
17:49
order approval we can implement using these tools. Over to you Sunday.
17:52
these tools. Over to you Sunday.
17:52
these tools. Over to you Sunday. Thank you.
17:54
Thank you.
17:54
Thank you. Thank you very much Mahendra. Let me
17:56
Thank you very much Mahendra. Let me
17:56
Thank you very much Mahendra. Let me share my screen.
18:13
Okay. So, we are
18:14
Okay. So, we are
18:14
Okay. So, we are Is it visible?
18:16
Is it visible?
18:16
Is it visible? No. Uh, it's loading now.
18:20
No. Uh, it's loading now.
18:20
No. Uh, it's loading now. Yeah, we can see it. Yep.
18:22
Yeah, we can see it. Yep.
18:22
Yeah, we can see it. Yep. Yeah. Thank you. So, in our previous
18:25
Yeah. Thank you. So, in our previous
18:25
Yeah. Thank you. So, in our previous sessions, we already discussed that how
18:27
sessions, we already discussed that how
18:27
sessions, we already discussed that how you can access Power Automate. But uh
18:29
you can access Power Automate. But uh
18:29
you can access Power Automate. But uh for the benefit of the new new user
18:32
for the benefit of the new new user
18:32
for the benefit of the new new user you'll just click on launch menu and
18:34
you'll just click on launch menu and
18:34
you'll just click on launch menu and there you can see power automate also if
18:37
there you can see power automate also if
18:37
there you can see power automate also if you have business central license you
18:39
you have business central license you
18:39
you have business central license you can also access business central from
18:41
can also access business central from
18:41
can also access business central from here. So let's go back to the power
18:44
here. So let's go back to the power
18:44
here. So let's go back to the power automate and the flow I created this is
18:47
automate and the flow I created this is
18:47
automate and the flow I created this is the flow where uh the first trigger you
18:50
the flow where uh the first trigger you
18:50
the flow where uh the first trigger you can see that is the create record
18:52
can see that is the create record
18:52
can see that is the create record because in business uh like uh in
18:55
because in business uh like uh in
18:55
because in business uh like uh in business central we have just connectors
18:58
business central we have just connectors
18:58
business central we have just connectors like uh based on the very high level
19:01
like uh based on the very high level
19:01
like uh based on the very high level like create record update record get the
19:04
like create record update record get the
19:04
like create record update record get the list get the item so that's why like
19:07
list get the item so that's why like
19:07
list get the item so that's why like once you will the you are creating
19:10
once you will the you are creating
19:10
once you will the you are creating anything in business centrals you need
19:12
anything in business centrals you need
19:12
anything in business centrals you need to select the trigger that is create.
19:14
to select the trigger that is create.
19:14
to select the trigger that is create. Once you will select the create uh you
19:16
Once you will select the create uh you
19:16
Once you will select the create uh you need to select the environment and I
19:18
need to select the environment and I
19:18
need to select the environment and I have two environments you can see here
19:20
have two environments you can see here
19:20
have two environments you can see here like one is sandbox one is production.
19:22
like one is sandbox one is production.
19:22
like one is sandbox one is production. So based on uh like the number of
19:25
So based on uh like the number of
19:25
So based on uh like the number of environments you have that is what you
19:27
environments you have that is what you
19:27
environments you have that is what you can access from here. Then once you will
19:30
can access from here. Then once you will
19:30
can access from here. Then once you will select the environment the next thing
19:32
select the environment the next thing
19:32
select the environment the next thing you need to select that is the company.
19:34
you need to select that is the company.
19:34
you need to select that is the company. If you have multiple companies you will
19:36
If you have multiple companies you will
19:36
If you have multiple companies you will get in uh this list and that is what you
19:39
get in uh this list and that is what you
19:39
get in uh this list and that is what you can select. You can see I have two
19:41
can select. You can see I have two
19:41
can select. You can see I have two companies. So I have the default company
19:43
companies. So I have the default company
19:43
companies. So I have the default company and one company I created. So that is
19:46
and one company I created. So that is
19:46
and one company I created. So that is what you will select. After that you can
19:48
what you will select. After that you can
19:48
what you will select. After that you can see the first thing we have that is
19:50
see the first thing we have that is
19:50
see the first thing we have that is header first condition. So whenever you
19:52
header first condition. So whenever you
19:52
header first condition. So whenever you are working with uh uh any ERP system
19:55
are working with uh uh any ERP system
19:55
are working with uh uh any ERP system and you are creating any document mainly
19:58
and you are creating any document mainly
19:58
and you are creating any document mainly you will have two types of like two
20:00
you will have two types of like two
20:00
you will have two types of like two types in every document. One is header
20:02
types in every document. One is header
20:02
types in every document. One is header and one is line item. So that's why you
20:05
and one is line item. So that's why you
20:05
and one is line item. So that's why you can see like the header first condition
20:07
can see like the header first condition
20:07
can see like the header first condition that is document type and document type
20:10
that is document type and document type
20:10
that is document type and document type is order. So here you might be thinking
20:12
is order. So here you might be thinking
20:12
is order. So here you might be thinking that why we don't have purchase order in
20:15
that why we don't have purchase order in
20:15
that why we don't have purchase order in case like the when we are creating a
20:18
case like the when we are creating a
20:18
case like the when we are creating a document type these are the types in
20:21
document type these are the types in
20:21
document type these are the types in that is what you can use. So let me just
20:24
that is what you can use. So let me just
20:24
that is what you can use. So let me just this.
20:27
this.
20:27
this. So for purchase order you just need to
20:30
So for purchase order you just need to
20:30
So for purchase order you just need to refer order. For per purchase invoices,
20:33
refer order. For per purchase invoices,
20:33
refer order. For per purchase invoices, you just need to refer invoices, credit
20:35
you just need to refer invoices, credit
20:35
you just need to refer invoices, credit memo and quote and blanket orders like
20:38
memo and quote and blanket orders like
20:38
memo and quote and blanket orders like when you want to create one order and
20:40
when you want to create one order and
20:40
when you want to create one order and receive like uh every month recurring
20:43
receive like uh every month recurring
20:43
receive like uh every month recurring kind of. So in that case you will create
20:45
kind of. So in that case you will create
20:45
kind of. So in that case you will create this kind of. So these are the values
20:47
this kind of. So these are the values
20:47
this kind of. So these are the values you need to add here in document type
20:50
you need to add here in document type
20:50
you need to add here in document type when you are uh creating a trigger. And
20:53
when you are uh creating a trigger. And
20:53
when you are uh creating a trigger. And then we have the status. If status is
20:55
then we have the status. If status is
20:55
then we have the status. If status is open it means that you will just create
20:57
open it means that you will just create
20:57
open it means that you will just create a purchase order. When a status will be
20:59
a purchase order. When a status will be
20:59
a purchase order. When a status will be open then only this trigger will run
21:01
open then only this trigger will run
21:01
open then only this trigger will run otherwise it will not run and then like
21:04
otherwise it will not run and then like
21:04
otherwise it will not run and then like the header third condition we have all
21:07
the header third condition we have all
21:07
the header third condition we have all the header variables that is what you
21:09
the header variables that is what you
21:09
the header variables that is what you can select from here. So here we are
21:11
can select from here. So here we are
21:11
can select from here. So here we are using amount including vat that is not
21:14
using amount including vat that is not
21:14
using amount including vat that is not uh less than zero. Uh if you want to see
21:18
uh less than zero. Uh if you want to see
21:18
uh less than zero. Uh if you want to see more values you can see we have some
21:20
more values you can see we have some
21:20
more values you can see we have some line item conditions. For example after
21:22
line item conditions. For example after
21:22
line item conditions. For example after header you also want to add some line
21:25
header you also want to add some line
21:25
header you also want to add some line item conditions. If line item is this or
21:27
item conditions. If line item is this or
21:27
item conditions. If line item is this or you added some value in line item based
21:29
you added some value in line item based
21:29
you added some value in line item based on that you want to send approval. You
21:31
on that you want to send approval. You
21:31
on that you want to send approval. You can also select three conditions for
21:33
can also select three conditions for
21:33
can also select three conditions for line items. So these are the value that
21:36
line items. So these are the value that
21:36
line items. So these are the value that is what you will add here and you will
21:39
is what you will add here and you will
21:39
is what you will add here and you will set up your uh trigger value after that
21:42
set up your uh trigger value after that
21:42
set up your uh trigger value after that like in some cases when you are sending
21:44
like in some cases when you are sending
21:44
like in some cases when you are sending email you want to uh get that URL and
21:47
email you want to uh get that URL and
21:47
email you want to uh get that URL and that is what you will send in uh send in
21:49
that is what you will send in uh send in
21:49
that is what you will send in uh send in email. So if person just want to look at
21:51
email. So if person just want to look at
21:52
email. So if person just want to look at the purchase order in business central
21:53
the purchase order in business central
21:53
the purchase order in business central they will click and go to the business
21:55
they will click and go to the business
21:55
they will click and go to the business central uh page. So for that like again
21:58
central uh page. So for that like again
21:58
central uh page. So for that like again like in every connector what you have to
22:00
like in every connector what you have to
22:00
like in every connector what you have to do is you need to select the environment
22:02
do is you need to select the environment
22:02
do is you need to select the environment then after you need to uh select the
22:05
then after you need to uh select the
22:05
then after you need to uh select the company and then the workflow endpoint
22:08
company and then the workflow endpoint
22:08
company and then the workflow endpoint that is the API category we have and
22:11
that is the API category we have and
22:11
that is the API category we have and then the table name is workflow purchase
22:13
then the table name is workflow purchase
22:13
then the table name is workflow purchase or document and then the body row ID for
22:17
or document and then the body row ID for
22:17
or document and then the body row ID for that you don't have to do anything we
22:18
that you don't have to do anything we
22:18
that you don't have to do anything we just you will just click here and you
22:21
just you will just click here and you
22:21
just you will just click here and you can see all the trigger values we have
22:23
can see all the trigger values we have
22:23
can see all the trigger values we have body row ID environment name company
22:25
body row ID environment name company
22:25
body row ID environment name company name and the workflow step ID and then
22:28
name and the workflow step ID and then
22:28
name and the workflow step ID and then the requested by user the user who is
22:30
the requested by user the user who is
22:30
the requested by user the user who is requesting in business center. So these
22:32
requesting in business center. So these
22:32
requesting in business center. So these are the values you are getting from the
22:34
are the values you are getting from the
22:34
are the values you are getting from the trigger. Then the next thing you can see
22:37
trigger. Then the next thing you can see
22:37
trigger. Then the next thing you can see like uh you need to get the detail like
22:41
like uh you need to get the detail like
22:41
like uh you need to get the detail like detail of the user in your environment
22:43
detail of the user in your environment
22:43
detail of the user in your environment that is what you can uh use using get
22:46
that is what you can uh use using get
22:46
that is what you can uh use using get user detail. So I'm just taking the
22:48
user detail. So I'm just taking the
22:48
user detail. So I'm just taking the value.
22:49
value.
22:50
value. If you click here trigger value request
22:52
If you click here trigger value request
22:52
If you click here trigger value request like the person who is requested and we
22:54
like the person who is requested and we
22:54
like the person who is requested and we are by email address I just want to get
22:57
are by email address I just want to get
22:57
are by email address I just want to get their email address, name and all those
22:59
their email address, name and all those
23:00
their email address, name and all those details that is what we can use in email
23:02
details that is what we can use in email
23:02
details that is what we can use in email or when we are sending messages. Then
23:05
or when we are sending messages. Then
23:05
or when we are sending messages. Then after that we have like the approval. So
23:07
after that we have like the approval. So
23:07
after that we have like the approval. So here we have multiple conditions. You
23:09
here we have multiple conditions. You
23:09
here we have multiple conditions. You can see like the everyone must approve.
23:11
can see like the everyone must approve.
23:11
can see like the everyone must approve. Why? Like if you want that uh you are
23:13
Why? Like if you want that uh you are
23:13
Why? Like if you want that uh you are sending approval to three or four people
23:15
sending approval to three or four people
23:15
sending approval to three or four people and you want just even the first person
23:17
and you want just even the first person
23:17
and you want just even the first person can approve uh the request will be
23:20
can approve uh the request will be
23:20
can approve uh the request will be approved in that case you can see the
23:22
approved in that case you can see the
23:22
approved in that case you can see the first two response wait for all
23:23
first two response wait for all
23:23
first two response wait for all responses wait for one responses or
23:25
responses wait for one responses or
23:25
responses wait for one responses or everyone must approve. So in case of
23:27
everyone must approve. So in case of
23:28
everyone must approve. So in case of like the purchase order or any
23:30
like the purchase order or any
23:30
like the purchase order or any commercial thing we that is what we use
23:32
commercial thing we that is what we use
23:32
commercial thing we that is what we use everyone must approve. So that's that's
23:35
everyone must approve. So that's that's
23:35
everyone must approve. So that's that's the condition we have here and then we
23:38
the condition we have here and then we
23:38
the condition we have here and then we have like detail when we are sending
23:39
have like detail when we are sending
23:39
have like detail when we are sending this message what what message we are
23:42
this message what what message we are
23:42
this message what what message we are going to send. So an approver requested
23:44
going to send. So an approver requested
23:44
going to send. So an approver requested by the name the person who is requesting
23:46
by the name the person who is requesting
23:46
by the name the person who is requesting for the purchase order and the purchase
23:48
for the purchase order and the purchase
23:48
for the purchase order and the purchase order number totaling the amount we have
23:50
order number totaling the amount we have
23:50
order number totaling the amount we have here for the also the vendor must be
23:53
here for the also the vendor must be
23:53
here for the also the vendor must be approved and then we have the URL we
23:55
approved and then we have the URL we
23:55
approved and then we have the URL we created using get URL and then the
23:58
created using get URL and then the
23:58
created using get URL and then the purchase order number and here we are
24:01
purchase order number and here we are
24:01
purchase order number and here we are just using the requester email address.
24:05
just using the requester email address.
24:05
just using the requester email address. So this is how you will set the approval
24:07
So this is how you will set the approval
24:07
So this is how you will set the approval request and after that uh we just need
24:11
request and after that uh we just need
24:11
request and after that uh we just need to set the uh message for here you can
24:14
to set the uh message for here you can
24:14
to set the uh message for here you can see like the we have initialize variable
24:17
see like the we have initialize variable
24:17
see like the we have initialize variable there we have the header just header
24:19
there we have the header just header
24:19
there we have the header just header part and after that we are composing the
24:22
part and after that we are composing the
24:22
part and after that we are composing the message using apply to each. So whatever
24:25
message using apply to each. So whatever
24:25
message using apply to each. So whatever value we are getting from our like once
24:27
value we are getting from our like once
24:27
value we are getting from our like once uh this
24:30
uh this
24:30
uh this request will be approved. So we are just
24:32
request will be approved. So we are just
24:32
request will be approved. So we are just adding here like we are getting comments
24:34
adding here like we are getting comments
24:34
adding here like we are getting comments we are getting like the response and the
24:37
we are getting like the response and the
24:37
we are getting like the response and the name and that is what we are appending
24:41
name and that is what we are appending
24:41
name and that is what we are appending to the our first variable and then we
24:43
to the our first variable and then we
24:43
to the our first variable and then we are adding the
24:46
are adding the
24:46
are adding the end of the table that is tbody body and
24:49
end of the table that is tbody body and
24:49
end of the table that is tbody body and table. So by this we will able to create
24:51
table. So by this we will able to create
24:52
table. So by this we will able to create a complete table structure
24:55
a complete table structure
24:55
a complete table structure and then the next thing is like uh we
24:57
and then the next thing is like uh we
24:57
and then the next thing is like uh we have switch case. So here here whatever
24:59
have switch case. So here here whatever
24:59
have switch case. So here here whatever outcome we are getting that is what we
25:01
outcome we are getting that is what we
25:01
outcome we are getting that is what we are passing in this switch case and then
25:03
are passing in this switch case and then
25:03
are passing in this switch case and then we are checking if it is approved like
25:05
we are checking if it is approved like
25:05
we are checking if it is approved like equal to approved then we'll run this
25:07
equal to approved then we'll run this
25:08
equal to approved then we'll run this flow that uh approved action in approved
25:12
flow that uh approved action in approved
25:12
flow that uh approved action in approved actions we are just updating the status
25:14
actions we are just updating the status
25:14
actions we are just updating the status of this flow and then we are sending a
25:17
of this flow and then we are sending a
25:17
of this flow and then we are sending a email message like uh send email uh to
25:21
email message like uh send email uh to
25:21
email message like uh send email uh to the person like the person request and
25:25
the person like the person request and
25:25
the person like the person request and if it is false in that case we are just
25:27
if it is false in that case we are just
25:27
if it is false in that case we are just terminating In case of reject uh we are
25:30
terminating In case of reject uh we are
25:30
terminating In case of reject uh we are just rejecting the action we are not
25:32
just rejecting the action we are not
25:32
just rejecting the action we are not doing anything and then we are sending
25:33
doing anything and then we are sending
25:33
doing anything and then we are sending email to the approval also the same case
25:36
email to the approval also the same case
25:36
email to the approval also the same case like we are terminating uh in some cases
25:39
like we are terminating uh in some cases
25:39
like we are terminating uh in some cases like by technical issue because in like
25:42
like by technical issue because in like
25:42
like by technical issue because in like 95% cases we'll get either approve
25:45
95% cases we'll get either approve
25:45
95% cases we'll get either approve either reject but in some cases might be
25:47
either reject but in some cases might be
25:47
either reject but in some cases might be due to the technical glitch or something
25:50
due to the technical glitch or something
25:50
due to the technical glitch or something uh we we'll get some other value in that
25:52
uh we we'll get some other value in that
25:52
uh we we'll get some other value in that case we are just canceling the request
25:54
case we are just canceling the request
25:54
case we are just canceling the request we are not doing anything because that's
25:55
we are not doing anything because that's
25:55
we are not doing anything because that's not the approved value in that case
25:58
not the approved value in that case
25:58
not the approved value in that case we'll just send the email address and
26:00
we'll just send the email address and
26:00
we'll just send the email address and then we also terminate. So this is the
26:02
then we also terminate. So this is the
26:02
then we also terminate. So this is the flow we have uh like first we are
26:07
flow we have uh like first we are
26:07
flow we have uh like first we are triggering the uh this flow then we are
26:09
triggering the uh this flow then we are
26:09
triggering the uh this flow then we are getting the record we are getting the
26:11
getting the record we are getting the
26:11
getting the record we are getting the URL we are getting user detail then
26:13
URL we are getting user detail then
26:13
URL we are getting user detail then sending the approval then we are
26:15
sending the approval then we are
26:15
sending the approval then we are creating a variable and then we are
26:17
creating a variable and then we are
26:17
creating a variable and then we are sending email uh the email body you can
26:20
sending email uh the email body you can
26:20
sending email uh the email body you can see the response we created here that is
26:21
see the response we created here that is
26:21
see the response we created here that is what we are sending and also we are
26:23
what we are sending and also we are
26:23
what we are sending and also we are composing a dynamic message using the
26:26
composing a dynamic message using the
26:26
composing a dynamic message using the values we have uh using all these steps
26:31
values we have uh using all these steps
26:31
values we have uh using all these steps and then the request requesttor we are
26:32
and then the request requesttor we are
26:32
and then the request requesttor we are sending to the requester. One more thing
26:34
sending to the requester. One more thing
26:34
sending to the requester. One more thing I just want to highlight here like
26:37
I just want to highlight here like
26:37
I just want to highlight here like assigned to. So if you want to add more
26:40
assigned to. So if you want to add more
26:40
assigned to. So if you want to add more people like uh one two or three people
26:42
people like uh one two or three people
26:42
people like uh one two or three people to approve this request that is what you
26:44
to approve this request that is what you
26:44
to approve this request that is what you can add here a comma separated you will
26:46
can add here a comma separated you will
26:46
can add here a comma separated you will just se select uh from from your
26:49
just se select uh from from your
26:49
just se select uh from from your organization and you will add one people
26:51
organization and you will add one people
26:51
organization and you will add one people or more than one people to approve this
26:53
or more than one people to approve this
26:54
or more than one people to approve this particular request. So the next step is
26:57
particular request. So the next step is
26:57
particular request. So the next step is I will just go to the business central
26:59
I will just go to the business central
26:59
I will just go to the business central and I will create a new purchase order.
27:03
and I will create a new purchase order.
27:03
and I will create a new purchase order. Uh if you don't know how to access uh
27:06
Uh if you don't know how to access uh
27:06
Uh if you don't know how to access uh the thing is you will go here and you
27:07
the thing is you will go here and you
27:07
the thing is you will go here and you will click on uh my settings and here
27:10
will click on uh my settings and here
27:10
will click on uh my settings and here you will select the inventory manager.
27:12
you will select the inventory manager.
27:12
you will select the inventory manager. In that case you will able to access
27:14
In that case you will able to access
27:14
In that case you will able to access sales and purchase and in sales and
27:17
sales and purchase and in sales and
27:17
sales and purchase and in sales and purchase you will just select purchase
27:19
purchase you will just select purchase
27:19
purchase you will just select purchase order and you will land on the purchase
27:22
order and you will land on the purchase
27:22
order and you will land on the purchase order list. So from here we'll click on
27:26
order list. So from here we'll click on
27:26
order list. So from here we'll click on new. We'll select the enter vendor from
27:28
new. We'll select the enter vendor from
27:28
new. We'll select the enter vendor from here. So I'm going to select the first
27:31
here. So I'm going to select the first
27:31
here. So I'm going to select the first vendor and the vendor number. If you
27:35
vendor and the vendor number. If you
27:35
vendor and the vendor number. If you know like this is depend on like what
27:38
know like this is depend on like what
27:38
know like this is depend on like what the vendor number you have that is what
27:39
the vendor number you have that is what
27:39
the vendor number you have that is what you can invoice number you can add but
27:41
you can invoice number you can add but
27:41
you can invoice number you can add but this is not uh
27:45
this is not uh
27:45
this is not uh like based on every organization. So I
27:46
like based on every organization. So I
27:46
like based on every organization. So I will just add it. I will select the
27:48
will just add it. I will select the
27:48
will just add it. I will select the item. So I will select item from here
27:52
item. So I will select item from here
27:52
item. So I will select item from here and then the quantity. So now you can
27:57
and then the quantity. So now you can
27:57
and then the quantity. So now you can see like uh we added
27:59
see like uh we added
27:59
see like uh we added and this will be automatically saved.
28:02
and this will be automatically saved.
28:02
and this will be automatically saved. You don't have to do anything. We'll go
28:04
You don't have to do anything. We'll go
28:04
You don't have to do anything. We'll go back to the this flow and I will click
28:06
back to the this flow and I will click
28:06
back to the this flow and I will click on test. Click on manual and we'll start
28:10
on test. Click on manual and we'll start
28:10
on test. Click on manual and we'll start the test. I will go back to the purchase
28:13
the test. I will go back to the purchase
28:13
the test. I will go back to the purchase order. So for send the approval you you
28:16
order. So for send the approval you you
28:16
order. So for send the approval you you can see like request approval. We have
28:18
can see like request approval. We have
28:18
can see like request approval. We have send approval request. By default if you
28:21
send approval request. By default if you
28:21
send approval request. By default if you will send from here what is happening is
28:24
will send from here what is happening is
28:24
will send from here what is happening is uh the person should come here in
28:27
uh the person should come here in
28:27
uh the person should come here in business central and approve this
28:28
business central and approve this
28:28
business central and approve this request. But in our case to make our
28:31
request. But in our case to make our
28:31
request. But in our case to make our process faster we want that it should be
28:34
process faster we want that it should be
28:34
process faster we want that it should be approved by the person on email are
28:36
approved by the person on email are
28:36
approved by the person on email are using Microsoft teams. So once you will
28:38
using Microsoft teams. So once you will
28:38
using Microsoft teams. So once you will send you can see like uh this will
28:41
send you can see like uh this will
28:41
send you can see like uh this will trigger this power automate flow. So we
28:43
trigger this power automate flow. So we
28:44
trigger this power automate flow. So we just wait for it.
28:49
So we send the request. You can see like
28:51
So we send the request. You can see like
28:51
So we send the request. You can see like this flow is triggered. So now we are
28:54
this flow is triggered. So now we are
28:54
this flow is triggered. So now we are getting the user detail and now it's
28:57
getting the user detail and now it's
28:57
getting the user detail and now it's waiting for the approval. So if I will
28:59
waiting for the approval. So if I will
28:59
waiting for the approval. So if I will go in my inbox. Uh I will just click
29:02
go in my inbox. Uh I will just click
29:02
go in my inbox. Uh I will just click here.
29:10
Refresh.
29:24
So it's not loading there but it's here.
29:26
So it's not loading there but it's here.
29:26
So it's not loading there but it's here. So I will just I hope it is visible. I
29:29
So I will just I hope it is visible. I
29:30
So I will just I hope it is visible. I think it's not visible. So I just got
29:32
think it's not visible. So I just got
29:32
think it's not visible. So I just got that. So you can see here we have two
29:35
that. So you can see here we have two
29:35
that. So you can see here we have two buttons. One is approve and one is
29:37
buttons. One is approve and one is
29:37
buttons. One is approve and one is reject. So based on like you will just
29:39
reject. So based on like you will just
29:39
reject. So based on like you will just click on this particular link. It will
29:41
click on this particular link. It will
29:41
click on this particular link. It will take you on the purchase order page. You
29:43
take you on the purchase order page. You
29:43
take you on the purchase order page. You will just review and click on approve.
29:46
will just review and click on approve.
29:46
will just review and click on approve. So once you will click on approve the
29:48
So once you will click on approve the
29:48
So once you will click on approve the comment you want to add like
29:52
comment you want to add like
29:52
comment you want to add like approved and you will submit.
29:59
Let's go back to the flow and you can
30:02
Let's go back to the flow and you can
30:02
Let's go back to the flow and you can see like
30:04
see like
30:04
see like uh it's going to the switch case and and
30:08
uh it's going to the switch case and and
30:08
uh it's going to the switch case and and then the approved flow. So now the
30:11
then the approved flow. So now the
30:11
then the approved flow. So now the person will get email who
30:16
person will get email who
30:16
person will get email who who has requested. So you can see uh and
30:19
who has requested. So you can see uh and
30:19
who has requested. So you can see uh and once you will approve the status you can
30:22
once you will approve the status you can
30:22
once you will approve the status you can see that status will change to the
30:24
see that status will change to the
30:24
see that status will change to the release. So let me refresh.
30:29
So if I go this is what I created like
30:32
So if I go this is what I created like
30:32
So if I go this is what I created like 19. So you can see the status is by
30:35
19. So you can see the status is by
30:35
19. So you can see the status is by default released because if you will try
30:38
default released because if you will try
30:38
default released because if you will try to approve any uh any of this open
30:42
to approve any uh any of this open
30:42
to approve any uh any of this open purchase order. You will not able to uh
30:45
purchase order. You will not able to uh
30:45
purchase order. You will not able to uh change the status from here because you
30:48
change the status from here because you
30:48
change the status from here because you need approval process. So this is how
30:50
need approval process. So this is how
30:50
need approval process. So this is how like even without login in the business
30:52
like even without login in the business
30:52
like even without login in the business central you will just create this power
30:56
central you will just create this power
30:56
central you will just create this power automate flow and able to approve
31:00
automate flow and able to approve
31:00
automate flow and able to approve purchase order using power automate flow
31:03
purchase order using power automate flow
31:03
purchase order using power automate flow Microsoft teams and outlook. So you can
31:06
Microsoft teams and outlook. So you can
31:06
Microsoft teams and outlook. So you can see I got the message like approval seep
31:08
see I got the message like approval seep
31:08
see I got the message like approval seep misra approved and comment is approved.
31:12
misra approved and comment is approved.
31:12
misra approved and comment is approved. So this is the way this is how you can
31:15
So this is the way this is how you can
31:15
So this is the way this is how you can easily create the way like already
31:17
easily create the way like already
31:17
easily create the way like already Mahendra explained uh in when you are
31:20
Mahendra explained uh in when you are
31:20
Mahendra explained uh in when you are working with the ERP system in most of
31:22
working with the ERP system in most of
31:22
working with the ERP system in most of the cases you are creating a document
31:24
the cases you are creating a document
31:24
the cases you are creating a document and you want that document should be
31:26
and you want that document should be
31:26
and you want that document should be approved by some u respective person
31:29
approved by some u respective person
31:29
approved by some u respective person like whoever assigned for that for that.
31:31
like whoever assigned for that for that.
31:31
like whoever assigned for that for that. So in that case you can easily create a
31:34
So in that case you can easily create a
31:34
So in that case you can easily create a trigger. You can select the document
31:36
trigger. You can select the document
31:36
trigger. You can select the document like whether it is purchase order or the
31:38
like whether it is purchase order or the
31:38
like whether it is purchase order or the invoicing or the quotation and the
31:41
invoicing or the quotation and the
31:41
invoicing or the quotation and the person will just review the flow like
31:44
person will just review the flow like
31:44
person will just review the flow like document and approve it. So this is what
31:47
document and approve it. So this is what
31:47
document and approve it. So this is what from my side.
31:50
from my side.
31:50
from my side. Now I will hand over the stage to my
31:52
Now I will hand over the stage to my
31:52
Now I will hand over the stage to my friend Mahanda.
31:58
Yeah. So ju just want to add here right
32:00
Yeah. So ju just want to add here right
32:00
Yeah. So ju just want to add here right now like we are I think when you are not
32:03
now like we are I think when you are not
32:03
now like we are I think when you are not connected with the Microsoft teams
32:05
connected with the Microsoft teams
32:05
connected with the Microsoft teams otherwise you know it will get that uh
32:08
otherwise you know it will get that uh
32:08
otherwise you know it will get that uh notification in the teams where no I
32:11
notification in the teams where no I
32:11
notification in the teams where no I we will get this as well
32:13
we will get this as well
32:13
we will get this as well I will also show that like it's not just
32:16
I will also show that like it's not just
32:16
I will also show that like it's not just uh uh that we will get notification on
32:19
uh uh that we will get notification on
32:19
uh uh that we will get notification on outlook as well we also get here
32:22
outlook as well we also get here
32:22
outlook as well we also get here yeah so just a second let me
32:29
So, we'll get notification at both
32:31
So, we'll get notification at both
32:31
So, we'll get notification at both places.
32:35
Yeah.
32:36
Yeah.
32:36
Yeah. Let me switch back to the
32:49
So you can see like here I have the
32:51
So you can see like here I have the
32:51
So you can see like here I have the approved
32:53
approved
32:53
approved this request. This is already approved.
32:55
this request. This is already approved.
32:55
this request. This is already approved. So you can see like this is how you will
32:57
So you can see like this is how you will
32:57
So you can see like this is how you will get a notification and you can also
32:58
get a notification and you can also
32:58
get a notification and you can also approve from here as well not only using
33:01
approve from here as well not only using
33:01
approve from here as well not only using uh emails
33:03
uh emails
33:03
uh emails right and by default like you can also
33:05
right and by default like you can also
33:05
right and by default like you can also go here search in uh like workflows
33:10
go here search in uh like workflows
33:10
go here search in uh like workflows and you will go here. So if you see like
33:14
and you will go here. So if you see like
33:14
and you will go here. So if you see like purchase order here condition is like if
33:17
purchase order here condition is like if
33:17
purchase order here condition is like if document is order status is open. So
33:21
document is order status is open. So
33:21
document is order status is open. So person who has approval uh like
33:25
person who has approval uh like
33:25
person who has approval uh like uh approval authority in business the
33:28
uh approval authority in business the
33:28
uh approval authority in business the person will also able to approve from
33:30
person will also able to approve from
33:30
person will also able to approve from the homepage. Here they will get the uh
33:34
the homepage. Here they will get the uh
33:34
the homepage. Here they will get the uh document like you can say request to
33:35
document like you can say request to
33:35
document like you can say request to approve. So they can also approve from
33:37
approve. So they can also approve from
33:37
approve. So they can also approve from here as well.
33:41
Yeah. So like as you know ERP have that
33:45
Yeah. So like as you know ERP have that
33:45
Yeah. So like as you know ERP have that inbuilt approval process but like as sep
33:51
inbuilt approval process but like as sep
33:51
inbuilt approval process but like as sep when we want to have this kind of
33:53
when we want to have this kind of
33:53
when we want to have this kind of approval they need to come to the
33:55
approval they need to come to the
33:55
approval they need to come to the business central and there they can
33:57
business central and there they can
33:57
business central and there they can approve this right so let's take an
33:59
approve this right so let's take an
33:59
approve this right so let's take an example when let's say we are working on
34:02
example when let's say we are working on
34:02
example when let's say we are working on you know different different locations
34:04
you know different different locations
34:04
you know different different locations right sometime let's say that whoever is
34:06
right sometime let's say that whoever is
34:06
right sometime let's say that whoever is the approval authority that is they are
34:08
the approval authority that is they are
34:08
the approval authority that is they are not uh you know having access to the
34:10
not uh you know having access to the
34:10
not uh you know having access to the business central at that moment. Okay.
34:13
business central at that moment. Okay.
34:13
business central at that moment. Okay. So maybe they can get just you know in
34:15
So maybe they can get just you know in
34:15
So maybe they can get just you know in their phone they have the team connected
34:17
their phone they have the team connected
34:17
their phone they have the team connected there and they can get the notification
34:19
there and they can get the notification
34:19
there and they can get the notification and they can easily approve from there
34:21
and they can easily approve from there
34:21
and they can easily approve from there itself. Right. So it will faster that
34:24
itself. Right. So it will faster that
34:24
itself. Right. So it will faster that approval process. So there won't be
34:26
approval process. So there won't be
34:26
approval process. So there won't be unnecessary delay on that. So that's why
34:29
unnecessary delay on that. So that's why
34:29
unnecessary delay on that. So that's why we have proposed this solution that
34:31
we have proposed this solution that
34:31
we have proposed this solution that using the power automate we can complete
34:34
using the power automate we can complete
34:34
using the power automate we can complete this approval process within a specific
34:37
this approval process within a specific
34:37
this approval process within a specific time interval or in a fast way and then
34:40
time interval or in a fast way and then
34:40
time interval or in a fast way and then you know we can work on that and as a
34:42
you know we can work on that and as a
34:42
you know we can work on that and as a response of that approval we can further
34:45
response of that approval we can further
34:45
response of that approval we can further go ahead and create if required we can
34:47
go ahead and create if required we can
34:47
go ahead and create if required we can create records as well on the business
34:49
create records as well on the business
34:49
create records as well on the business central using that uh you know action
34:52
central using that uh you know action
34:52
central using that uh you know action that is part of the power automate for
34:54
that is part of the power automate for
34:54
that is part of the power automate for this business central connector. Okay.
34:57
this business central connector. Okay.
34:57
this business central connector. Okay. Yeah. I
34:57
Yeah. I
34:57
Yeah. I so yeah so that's what
35:00
so yeah so that's what
35:00
so yeah so that's what please go ahead
35:01
please go ahead
35:01
please go ahead I'm saying that that is what giving like
35:03
I'm saying that that is what giving like
35:03
I'm saying that that is what giving like even though you are approving from a
35:05
even though you are approving from a
35:05
even though you are approving from a business central we need notification we
35:07
business central we need notification we
35:07
business central we need notification we want that like using our mobile or using
35:11
want that like using our mobile or using
35:11
want that like using our mobile or using outlook we just get notification and by
35:13
outlook we just get notification and by
35:13
outlook we just get notification and by default we can approve from there so
35:15
default we can approve from there so
35:15
default we can approve from there so that kind of ease we are getting and
35:16
that kind of ease we are getting and
35:16
that kind of ease we are getting and that is the most important thing you can
35:18
that is the most important thing you can
35:18
that is the most important thing you can see like even though the feature is
35:20
see like even though the feature is
35:20
see like even though the feature is available in business center but if you
35:22
available in business center but if you
35:22
available in business center but if you go to the business world they're mostly
35:24
go to the business world they're mostly
35:24
go to the business world they're mostly looking for this kind of feature where
35:25
looking for this kind of feature where
35:25
looking for this kind of feature where they can just go on their email or just
35:28
they can just go on their email or just
35:28
they can just go on their email or just go on Microsoft Teams and approve from
35:30
go on Microsoft Teams and approve from
35:30
go on Microsoft Teams and approve from there. So that kind of age you will get
35:32
there. So that kind of age you will get
35:32
there. So that kind of age you will get using this automation uh this flow.
35:38
Yeah. And that that's that is the
35:40
Yeah. And that that's that is the
35:40
Yeah. And that that's that is the basically purpose of the automation you
35:42
basically purpose of the automation you
35:42
basically purpose of the automation you know to completely do this digital
35:45
know to completely do this digital
35:45
know to completely do this digital transformation and how quickly you can
35:47
transformation and how quickly you can
35:47
transformation and how quickly you can perform your activity. So that's
35:49
perform your activity. So that's
35:49
perform your activity. So that's basically you know is uh the automation
35:52
basically you know is uh the automation
35:52
basically you know is uh the automation is that we are doing so that we can
35:55
is that we are doing so that we can
35:55
is that we are doing so that we can complete our job we can complete our
35:58
complete our job we can complete our
35:58
complete our job we can complete our task whatever tasks we have we can do
36:01
task whatever tasks we have we can do
36:01
task whatever tasks we have we can do this on a using these automation quickly
36:04
this on a using these automation quickly
36:04
this on a using these automation quickly and get that response and actively you
36:07
and get that response and actively you
36:07
and get that response and actively you know work on that and react on that.
36:09
know work on that and react on that.
36:09
know work on that and react on that. Yeah
36:10
Yeah
36:10
Yeah got it.
36:10
got it.
36:10
got it. So yeah that's what we wanted to cover
36:12
So yeah that's what we wanted to cover
36:12
So yeah that's what we wanted to cover in today's session. So in next session
36:15
in today's session. So in next session
36:15
in today's session. So in next session we will come back with another idea. So
36:17
we will come back with another idea. So
36:17
we will come back with another idea. So we will showcase another use case and we
36:20
we will showcase another use case and we
36:20
we will showcase another use case and we will discuss another tools from the
36:21
will discuss another tools from the
36:22
will discuss another tools from the Microsoft stack that how we can use
36:25
Microsoft stack that how we can use
36:25
Microsoft stack that how we can use those tools to automate that particular
36:27
those tools to automate that particular
36:28
those tools to automate that particular use case. So thanks for joining us and
36:31
use case. So thanks for joining us and
36:31
use case. So thanks for joining us and make sure to watch all our old sessions
36:33
make sure to watch all our old sessions
36:33
make sure to watch all our old sessions that is part of the sharp corner live
36:37
that is part of the sharp corner live
36:37
that is part of the sharp corner live TV. You can watch them on the YouTube or
36:39
TV. You can watch them on the YouTube or
36:39
TV. You can watch them on the YouTube or sharp corner you know live TV. All the
36:42
sharp corner you know live TV. All the
36:42
sharp corner you know live TV. All the sessions are there. Feel free to provide
36:44
sessions are there. Feel free to provide
36:44
sessions are there. Feel free to provide your feedback. Thank you for joining us.
36:47
your feedback. Thank you for joining us.
36:47
your feedback. Thank you for joining us. Thank you very much.
36:48
Thank you very much.
36:48
Thank you very much. Thank you very much.
36:54
[Music]

Streamlined Purchase Order Approval for Finance Teams: Automate Your Business Processes - Ep.7

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Streamlined Purchase Order Approval for Finance Teams: Automate Your Business Processes - Ep.7

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