⤵️ Setting up Automatic Import for Supplier Invoices - Office 365

Manually processing supplier invoices can be time-consuming and prone to errors. Ascora's Automatic Supplier Invoice Import feature allows businesses to automate the process, ensuring that supplier invoices are accurately recorded and seamlessly linked to purchase orders, job cards, and your accounting package.

By setting up automatic email import for supplier invoices, you can:

This guide will walk you through setting up email integration, configuring supplier records, and ensuring error-free imports so that your supplier invoices flow seamlessly into Ascora—allowing you to focus on running your business.

Many Suppliers can provide you with copies of your Invoices in CSV or PDF format. You can configure Ascora to accept CSV or PDF Invoices and have these invoices automatically process against a Purchase Order, then update the Job Card (as required) and push the Supplier Invoice details across to your accounting package.

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Note: To make automatic import work, a supplier invoice must be part of the supported formats but if you need an extra format added for one of your suppliers, you can purchase one by accessing the Ascora Shop. See Supplier Invoice Format Supportedfor a complete list of readily supported formats.

Connecting your Email Account - Office 365

Go to Administration → System Settings.

2. Under the Automatic Import Email Settings area, do steps A, B, and C with some references below.

If you are using "Use Own Email Server" with Gmail, please read the dedicated article for Gmail here.

3. Connection between your Ascora account and your email account will be established and you'll see the following pop up box indicating it's testing your email settings.

4. Another pop up box appears confirming that connection is successful.

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NOTE: Automatic Importing should be assigned to a dedicated inbox as all emails will be marked as deleted once they have been processed by the importer. If you need a copy of each supplier invoice, you can configure your email account to automatically forward copies to a different mailbox. Alternatively you can configure your email to keep the deleted emails in the DELETED folder after a certain period.

Configuring the Supplier Record

After successfully connecting your email account for supplier invoice automatic import, you will need to configure your supplier record to ensure that emails will be imported correctly.

1. Choose the Inventory Icon on the Top Menu and select the Suppliers option.

2. Locate the applicable Supplier in the list then click to display the details. In this example we select Reece which is one of the supported formats.

3. The Supplier’s Details Screen will display. Scroll down to the Supplier Invoice Format option and select the applicable format from the list.

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Note: If the Supplier Format you're after is not shown in the list, we can create this format for you by creating a special processor that understands the format the invoice has been sent in - where to read elements like the Supplier Invoice Number, Order Reference, Invoice Date and the various lines on the Invoice. The Processor can read invoices in both CSV or PDF format (providing the PDF is not generated as an unreadable image). Due to the length of time it can take to create, test and deploy the Supplier Invoice processor we charge $350 EX GST per Supplier Format. You can purchase one by accessing the Ascora Shop.

4. Under the Automatic Supplier Invoice Importing section in the Supplier screen, tick the checkbox beside Enable the automatic import from Ascora inbox. The inbox you configured in Step 2 will be displayed in brackets and the Email Sender textbox will appear. Enter the email address used by the Supplier to send your Invoices in the Email Sender textbox. Ascora is now configured to automatically import and process Supplier Invoices for the particular Supplier. Repeat these steps for any other Suppliers for which you wish to enable Automatic Supplier Invoice Importing.

As a summary, the requirements for setting up automatic import for supplier invoices are:

Supplier must have a supported format available.

You account is successfully connected to a dedicated mailbox that receives supplier invoices type of emails.

You have configured the necessary settings in the supplier details screen.

Congratulations! You have now successfully configured automatic import for your supplier invoices which helps save a huge amount of time compared to manually creating/importing your supplier invoices.

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