Yoga for FSM streamlines the accounts payable (AP) process with automation and intuitive workflows. In this demo see how the tool’s email connector can instantly ingest invoices, while optical character recognition (OCR) technology extracts key data for quick processing.
The system also supports document management with advanced merging, splitting, and attachment features, ensuring all related files stay organized.
With Yoga for FSM, AP and buyer teams can collaborate seamlessly within the platform, tracking invoice resolutions and eliminating the need for long email chains. Each invoice record maintains a complete history of comments and actions, enhancing transparency and efficiency.
Additionally, Yoga for FSM offers powerful reporting tools that provide real-time insights into invoice processing. Custom reports and scheduled CSV exports help managers monitor outstanding invoices, track team performance, and address workflow bottlenecks.
Meanwhile, automated notifications keep stakeholders informed, ensuring timely vendor payments and optimized system usage.
By centralizing AP operations and enhancing visibility, Yoga for FSM helps organizations streamline financial processes with ease.
Transcript
With your Gopher FSM being an extremely flexible software, there are a lot of amazing features that aren’t typically available in many OCR solutions. The first one we’re going to walk through is our email connector. We’ll see that I attached an email over here in our AP inbox. I’m going to go ahead and on the back end, kick off our email connector job to ingest this email and all of its attachments.
Within a few moments, we’ll see that this email will go away outside of our inbox, and then if it was a successful ingestion into our system, we’ll see it over here in our archive folder. Any error emails possibly containing invalid file types or encrypted documents can be found in your system’s error folder. If we go ahead to our main view over here in Yoga for FSM, our AP review queue is going to be where our AP team spends the majority of their time.
If we scroll on over to the side, we see there’s a lot of column headers to allow for ease of searching within the system. We’ll go ahead and give our page a refresh, and we’ll see that several documents just came into the system.
That’s how quick and easy our email connector is, and our optical character recognition can extract all the key properties from these documents. Another nice feature of Yoga for FSM is our ability to bring in supporting documentation. Since we ingested these documents through our email connector over in our supporting documentation tab, you’ll see that we get a mocked-up image of our original email from the email connector and our supporting documentation.
This is important if you have an internal workflow where you might be sending emails back and forth with your AP team and departments to get approvals on purchase orders.
If a vendor sends you the purchase order within the email itself as opposed to on the invoice, you have a way to have this actual email attached to that original invoice as well. Another impressive feature here in Yoga is our ability to merge and split documents.
A lot of our key functions and features within the Yoga system take place up here with our three vertical dots. If I go ahead and select this, we’re going to go into our split module. Within our split page, we see that our vendor sent us a single PDF with four different invoices attached. Within our split module, we can go in and delete pages by simply selecting a record and selecting delete.
If we needed to reorder pages, we could simply just drag and drop within the system to be able to change the order of this document. If we need to revert to the original, we can simply select the yellow button here at the bottom to put that back in the original order. In this scenario, we’ll go ahead and split this one out, and we can split this back to our OCR queue.
You can see up here at the top we also have our supporting documentation. If you needed to delete or reorder the pages within supporting documentation, this is also available for you. Since we only have one page, we don’t see that reorder option available and are left with one document.
That’s how simple and easy it is to split documents within the Yoga system. We’ll go ahead and cancel out of this record.
Next, we’re going to open up this non-PO record. When we open this, we see that it looks to be a couple of resource timecards for December, so we probably need to merge this into our primary invoice.
And you’ll see that we get a huge table of all records within the view that we opened the original record from. I’m going to go ahead and sort by the time in queue, and we’ll go ahead and merge this with our RPI consultants invoice.
The Merge Document window then appears and we can simply drag and drop our document over as a primary. We can also drag and drop our timecard over as supporting documentation.
If you want your timecard to appear before the email HTML, simply drag and drop it. You can also reorder pages within the Merge Document window.
We can go ahead and merge this one over here as well. So, we have our invoice as our main primary document, and then we added our timecard and our email attachment over on the supporting side.
Once your merging is complete, you can go ahead and confirm your merge. We see that we now have our primary RPI invoice and those three supporting documents in the new order from our merge window.
Another amazing feature within Yoga is the ability for our AP team and our wire team to work within one system together and keep track of all communications for a single invoice record within that actual document. We’re going to go ahead and open our purchase order invoice.
If we scroll down to the bottom, we see that we were able to pair our line one, but we’re missing our line two, so we’ll go ahead and check our master data for that second line.
We see that this purchase order actually only has that first line for $45,000, so we need to send this record over to our buyer team to find out what might be going on with our second purchase order line. Is it closed or is the vendor sending us an invoice for a line that’s not actually on this purchase order?
If we go up here, we’re going to select our missing line raising code. What this allows us to do is send this record over to our purchase invoice resolution, which is where our buyers typically will review invoices within the system. And then we see that we must insert a comment: line two for PO 101-00119 is not available in Yoga.
We’ll go ahead and confirm that, and we’ll see that our record has routed out successfully. If we go over to our purchasing invoice resolution queue, scroll over, and sort by our time in queue, we’ll see that our record is now within our buyer queue, with a note from our AP user over here.
What’s extremely nice about this feature within Yoga that utilizes the buyer queue is that all comments in regard to this invoice are kept in the Infor ERP system along with that record. So, if there was any reason why there was a delay in processing the invoice, we can track those through the comments all within one record as opposed through mass email chains.
Another great feature within Yoga is our ability to have custom reports. In our buyer queue, you see down here in the bottom right-hand corner, that there’s the ability to download to CSV.
This allows either our buyer managers or our AP managers to get a nice view printout of things that might be lingering in a processing queue within the Yoga system.
As a purchasing manager, I can download this report whenever I need to assign things out to different resources, or even gauge why my buyers might not be active in the Yoga system as we would expect to get these invoices paid on time.
From here, you can use these CSVs to create all kinds of custom reports through pivot tables, or whatever your organization needs to do to ensure that your users are utilizing the system.
Yoga also can send you an email copy of these reports on a schedule. We have some clients that will have these PDFs sent from their purchasing invoice resolution queue, the buyer queue, or even their vendor maintenance.
These are going to be your invoices that we need a net new vendor created, or we don’t have that remit to in our master data. We’ll send these CSV reports out to our clients to give them a heads-up about once a week about the records that might be outstanding in these queues.
