Getting Started with D365 for Accounts Payable Professionals

As more companies transition to cloud-based ERP systems, Microsoft Dynamics 365 (D365) is becoming a go-to solution for finance teams. If you’re working in Accounts Payable (AP), learning how to navigate D365 can greatly enhance your productivity and career growth.

Why This Guide?

Recently, a member of our Accounts Payable Professionals Facebook Group asked:

“Anyone work in D365? Looking for some training in the AP module. TIA.”

That simple question inspired us to create this guide for Accounts Payable professionals who are either new to Microsoft Dynamics 365 or want to sharpen their skills in the AP module.

Disclosure: This post may contain affiliate links, which means we may earn a commission if you click through and make a purchase—at no additional cost to you.

What Is Microsoft Dynamics 365?

Microsoft Dynamics 365 is an integrated suite of business applications that combines ERP and CRM functionality. For AP teams, D365 provides tools to manage vendor invoices, process payments, and maintain vendor data efficiently, all within a centralized, cloud-based platform.

Key Features for AP Professionals

Here are some of the most valuable features D365 offers to AP users:

• Invoice Processing: Upload and match invoices with purchase orders (PO) and receipts.

• Vendor Management: Store vendor contact info, bank details, tax information, and contract data.

• Workflow Automation: Use built-in workflows for invoice approvals, escalations, and exceptions.

• Payment Runs: Generate and approve scheduled payments via checks, ACH, or wire.

• Reporting: Access real-time reports on payables, aging, and payment status.

How to Learn D365 for AP

There are several resources to help you start learning:

✅ Microsoft Learn
Microsoft’s official learning hub offers free modules like "Introduction to Dynamics 365 Finance."

✅ LinkedIn Learning & Coursera
Both platforms offer paid and free courses on D365 Finance and Operations. Start learning Microsoft Dynamics 365 on Coursera.

✅ YouTube Tutorials
Search for terms like "D365 Accounts Payable demo" or "Dynamics 365 invoice process."

✅ Community Forums
Join forums like Dynamics User Group or the Microsoft Tech Community to ask questions and share insights.

First Steps Inside D365

If you're new to using the system, here’s a simple walkthrough:

1. Log in via your organization’s credentials

2. Navigate to the Accounts Payable module

3. Explore sections like Vendors, Invoices, and Payment Journals

4. Run basic reports like Vendor Transactions and AP Aging

Common Transactions to Learn

• Enter vendor invoice (vendor invoice journal)

• Process PO invoice matching (three-way match)

• Run vendor payments (payment proposal, journal posting)

Final Thoughts

Understanding how to use D365 can help streamline AP tasks and make you a valuable team member in any finance department. Whether you're brand new or transitioning from another ERP, start small, practice often, and take advantage of community knowledge.

Want more AP-focused D365 content? Let us know in the comments or via our LinkedIn Group!

Getting Started with SAP for Accounts Payable Professionals

Recently, one of our Accounts Payable Professionals Group members asked a great question: Where can I learn more about Accounts Payable software, especially SAP? To help her and others with similar interests, I’ve put together this quick guide to help you get started.

Disclosure: This post may contain affiliate links, which means we may earn a commission if you click through and make a purchase—at no additional cost to you.

What Is SAP?

SAP (Systems, Applications, and Products) is one of the world’s leading enterprise resource planning (ERP) systems. For Accounts Payable (AP) teams, SAP offers tools to manage invoice processing, payments, vendor management, reporting, and compliance, all within one integrated system.

Where Can You Learn About SAP for AP?

Here are some valuable resources you can explore:

✅ SAP Official Website
Visit sap.com and look for the "Finance" or "Accounts Payable" sections. They offer product overviews, demos, and white papers that explain how their solutions work.

✅ SAP YouTube Channel
SAP’s official YouTube channel has video demos and tutorials that cover various AP processes. Search for "SAP Accounts Payable demo" or "SAP invoice management."

✅ LinkedIn Learning & Coursera

LinkedIn Learning

Coursera’s Career Academy - Bookkeeper

Platforms like these offer beginner-friendly SAP training courses, including AP modules. These often include video walkthroughs and quizzes.

✅ SAP Community
Join the SAP Community to connect with other users, ask questions, and read blog posts written by SAP experts and practitioners.

✅ Third-Party Blogs & Resources
Websites like SearchSAP (TechTarget) and SAPInsider frequently publish articles, best practices, and case studies related to AP and finance processes within SAP.

Key Skills to Focus On

When starting your SAP AP journey, focus on learning:

• Invoice Processing (MIRO, MIR7 transactions)

• Vendor Master Data Management

• Payment Processing (F110, F-53 transactions)

• Reporting and Audit Tools

• Integrations with tax and compliance systems

Final Thoughts

Learning SAP can open doors to new career opportunities and help you better understand how large companies manage their financial operations. By tapping into these resources, you’ll start building both your technical knowledge and your professional network.

If anyone in the Accounts Payable Professionals Group has favorite SAP learning tips, feel free to share them! Let’s help each other grow.

Stay tuned for more articles and resources to support your AP journey!

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Robert Ruhno

Director

Accounts Payable Professionals Group

The Overlooked Risk: Sales and Use Tax Compliance in Accounts Payable

When most people think of Accounts Payable (AP), they picture invoice approvals, payment runs, and vendor communications. But there’s a silent, often-overlooked responsibility within AP that can expose a company to serious financial risk: sales and use tax compliance. While it may not be a top priority for every AP team, failure to handle these taxes properly can result in costly penalties and time-consuming audits.

What Is Sales and Use Tax—And Why It Matters in AP

Sales tax is charged by vendors at the time of sale for taxable goods and services, and it’s collected on behalf of state or local governments. Use tax, on the other hand, applies when sales tax wasn’t collected—usually on out-of-state or online purchases. In these cases, the burden falls on the buyer (your company) to self-assess and remit the tax.

Since AP is responsible for processing payments, it’s often the last line of defense before money leaves the company—and the last opportunity to catch sales and use tax errors.

Common AP Mistakes That Create Tax Risk

AP teams, especially when understaffed or undertrained in tax, may unknowingly contribute to compliance issues. Common pitfalls include:

• Paying invoices without reviewing tax lines

• Assuming vendors always calculate tax correctly

• Failing to accrue use tax on tax-free invoices for taxable items

• Leaving tax responsibility entirely to purchasing or finance teams

Each of these mistakes opens the door to missed tax payments, which can be uncovered years later during a state audit.

Best Practices for Compliance

To reduce risk and improve accuracy, AP departments can adopt these practices:

• Educate AP staff on which items and services are typically taxable

• Use AP software that can flag invoices missing tax where expected

• Partner with tax or finance teams to establish clear tax review workflows

• Create use tax accrual procedures and document decisions for audit readiness

When and How to Accrue Use Tax

When an invoice doesn’t include sales tax but the purchase is taxable, AP should:

• Identify the taxable amount

• Apply the appropriate use tax rate based on the buyer’s location

• Accrue the tax amount in the accounting system

• Record supporting documentation, including why use tax was applied

This ensures the company remains compliant and avoids surprises during audits.

The Cost of Getting It Wrong

Incorrect or missing tax payments can add up quickly. State auditors may go back several years, and penalties often include interest and fees. In addition to financial risk, companies may face reputational damage with vendors, reduced negotiating power, and strained relationships with tax authorities.

Final Thoughts

Sales and use tax compliance may not be glamorous, but it’s essential. AP teams are in a unique position to prevent errors before they become liabilities. With a little training and a few smart processes, AP can become a key player in keeping your organization tax compliant—and audit-ready.

If your AP department isn’t reviewing sales and use tax today, it’s time to start. Your future self (and your tax team) will thank you.

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Robert Ruhno

Director

Accounts Payable Professionals Group

The Steps to Becoming an Accounts Payable Professional

 

Becoming an Accounts Payable (AP) Professional isn’t just about doing a job—it’s about adopting a mindset of excellence and growth. AP professionals understand that their role goes beyond processing payments. They aim to raise standards, implement best practices, and continually improve their skills to support their teams and organizations.

Step 1: Start with Experience

Begin by working in a job that involves accounts payable responsibilities. This could be processing invoices, handling vendor payments, or supporting the AP team. Gaining hands-on experience is the first step toward understanding the function from the ground up.

Step 2: Join the AP Community

Surround yourself with like-minded professionals. Join the Accounts Payable Professionals group online to connect with peers, join discussions, and attend free webinars. Staying connected helps you stay current with industry trends and challenges.

Step 3: Pursue Certification

Getting certified as an AP professional adds credibility and opens doors for career advancement. Encourage your employer to support your professional development by covering the cost of AP certification programs.

Step 4: Attend Industry Events

Attend AP-focused conferences and seminars to deepen your knowledge, learn about the latest technology, and network with other professionals. Continuous learning helps you stay competitive and adds value to your role.

Stay Connected

If you’re serious about growing your AP career, make it a habit to stay plugged into the community. Follow the Accounts Payable Professionals Group on LinkedIn, Twitter, Facebook, Pinterest, and visit our blog at ap-professionals.com. You’ll find valuable articles, updates, job opportunities, and ongoing conversations with professionals just like you.

Don’t hesitate to reach out—we’re here to help you on your journey to becoming an exceptional Accounts Payable Professional!

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Robert Ruhno

Director

Accounts Payable Professionals Group

Why CFOs Should Pay More Attention to Accounts Payable

In many organizations, Chief Financial Officers (CFOs) often focus their energy on strategic planning, financial forecasting, and revenue growth.

However, one critical area that frequently gets overlooked is Accounts Payable (AP). Responsible for ensuring timely payments to vendors and maintaining accurate financial records, AP plays a pivotal role in a company’s financial health. While it may not appear glamorous, this function has far-reaching impacts that CFOs would be wise not to ignore.

1. AP Provides Valuable Business Intelligence

Accounts Payable departments manage a wealth of financial data that can be leveraged for informed decision-making. Insights from payment cycles, invoice timing, vendor behavior, and discount utilization offer CFOs the opportunity to enhance cash flow management, identify inefficiencies, and negotiate better terms with suppliers.

2. Enhancing Liquidity and Financial Planning

Effective AP management directly influences a company’s liquidity. By optimizing the timing of payments, taking advantage of early payment discounts, and aligning disbursements with revenue cycles, CFOs can ensure more stable cash flow and improved financial agility. Strategic oversight of AP enables better planning and responsiveness to market changes.

3. Mitigating Financial and Compliance Risks

Without proper oversight, AP is vulnerable to a range of risks, including duplicate payments, vendor fraud, and non-compliance with tax regulations. Business email compromise and errors in payment processing can result in significant financial losses. CFOs should champion strong internal controls, promote a culture of accountability, and adopt automation tools that enhance security and accuracy.

4. Driving Technological Innovation

The landscape of AP is rapidly evolving due to advances in technology. Automated invoice processing, electronic approvals, and AI-driven analytics are transforming traditional workflows. CFOs who lead digital transformation efforts in AP can reduce costs, improve processing speed, and generate better reporting—all while aligning with broader organizational goals.

5. Improving Supplier Relationships

Suppliers are critical partners in a company’s operational success. Prompt payments and transparent communication can strengthen these relationships, leading to improved terms, priority service, and collaboration during supply chain disruptions. CFOs who prioritize AP performance help establish their company as a preferred client.

6. Aligning with Future Business Standards

With increasing focus on Environmental, Social, and Governance (ESG) reporting and supply chain transparency, AP departments are becoming instrumental in tracking and managing supplier compliance. CFOs who understand the evolving expectations for accountability and sustainability will position their companies for long-term success.

Conclusion

Accounts Payable is more than a routine back-office function—it’s a strategic asset. CFOs who engage with and invest in AP can unlock hidden value, reduce risk, and support long-term growth. As finance leaders navigate an increasingly complex business environment, the importance of AP should not be underestimated. It's time for CFOs to bring Accounts Payable into the strategic spotlight.

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Robert Ruhno

Director

Accounts Payable Professionals Group

Safeguarding Your AP Department: Strategies Against Fraud

In the intricate web of financial operations, the accounts payable (AP) department stands as a crucial junction, handling transactions, managing vendor relationships, and ensuring the smooth flow of funds. However, this pivotal role also makes AP vulnerable to various forms of fraud, ranging from invoice manipulation to payment diversion schemes. As organizations increasingly recognize the significance of protecting their financial assets, implementing robust measures to safeguard the AP department against fraud becomes imperative. Let's explore some essential steps organizations can take to fortify their AP processes and mitigate the risk of fraudulent activities:

1. Implement Strict Approval Processes: Establish clear and stringent approval workflows for invoice processing and payment authorization. By defining roles and responsibilities and enforcing dual authorization for significant transactions, organizations can minimize the likelihood of unauthorized or fraudulent payments slipping through unnoticed.

2. Leverage Technology for Detection: Embrace technology solutions such as fraud detection software and analytics tools to proactively identify suspicious patterns or anomalies in AP transactions. These systems can flag irregularities, duplicate payments, or unusual vendor activities, enabling timely intervention and investigation.

3. Segregate Duties: Adopt a system of segregation of duties within the AP department to prevent any single individual from having unchecked control over the entire payment process. By dividing responsibilities for invoice receipt, approval, processing, and payment, organizations can create built-in checks and balances that deter fraudulent activities.

4. Enhance Vendor Due Diligence: Conduct thorough due diligence on vendors before onboarding them into your supply chain. Verify vendor credentials, perform background checks, and scrutinize their financial stability to mitigate the risk of engaging with fraudulent entities or fictitious suppliers.

5. Implement Vendor Master Data Management: Maintain accurate and up-to-date vendor master data to prevent fraudulent activities such as invoice fraud or payment redirection. Regularly review and validate vendor information, including bank account details and contact information, to detect any discrepancies or unauthorized changes.

6. Enforce Invoice Verification Procedures: Implement rigorous invoice verification processes to authenticate the legitimacy of incoming invoices. Match invoices against purchase orders and receiving documentation, verify pricing and quantities, and scrutinize invoice details for any signs of manipulation or fraud.

7. Educate and Train Staff: Provide comprehensive training and awareness programs for AP staff to educate them about common fraud schemes, red flags to watch out for, and best practices for fraud prevention. Equip employees with the knowledge and skills to recognize and report suspicious activities effectively.

8. Regular Audits and Reviews: Conduct periodic internal audits and reviews of AP processes, controls, and transactions to assess compliance with established policies and identify potential areas of vulnerability. External audits by independent auditors can provide additional assurance and validation of AP integrity.

9. Promote a Culture of Ethical Conduct: Foster a culture of integrity, accountability, and ethical conduct across the organization, emphasizing the importance of compliance with AP policies and ethical standards. Encourage open communication and whistleblower mechanisms to empower employees to report any suspected fraudulent activities without fear of retaliation.

10. Stay Vigilant and Adaptive: Remain vigilant against evolving fraud tactics and adapt your fraud prevention strategies accordingly. Stay informed about emerging fraud trends, technological advancements, and regulatory changes that may impact AP operations, and continuously refine your fraud prevention measures to stay ahead of potential threats.

By proactively implementing these measures, organizations can fortify their AP departments against fraud and uphold the integrity of their financial processes. Investing in robust fraud prevention strategies not only protects against financial losses but also preserves trust and credibility with stakeholders, ensuring the long-term sustainability and success of the organization.

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Robert Ruhno

Director of Social Media

Accounts Payable Professionals Group (APPG)

We invite you to join the Accounts Payable Professionals Group on LinkedIn

Accounts Payable Professionals (APPG), was established with the primary goal of disseminating AP-related news, information, and valuable resources. As of now, our community boasts a membership of over sixty-two thousand individuals, predominantly comprising AP professionals. Our diverse membership also includes IT professionals, recruiters, and other business experts, enriching our discussions with varied perspectives.

Many of our members hold certifications in specialized AP fields, contributing to the depth of expertise within our community.

To join our dynamic network and stay updated on the latest AP trends and developments, visit us at: Accounts Payable Professionals LinkedIn Group