The following section explains how to automatically receive vendor invoices via an email account. You will need a separate email account exclusively for receiving email. For example kreditoren@meinefirma.com
The system automatically reads the existing emails and processes them. If there is a folder in the mailbox with the attribute “Trash” (deleted items), processed emails will be moved to this folder, if the folder does not exist, processed emails will be deleted.
The emails are processed as follows:
- Every single email in the inbox (InBox) will be opened. (Attention: Emails marked as spam by the provider will not be processed!)
- All attachments in PDF format are read in and a QR code is searched for in all attachments, found QR codes are searched for payment information.
Supported are Swiss QR Code with SCOR or ISR references and European QR Codes. - If payment information was found, the vendor invoice will be created and all attachments to the invoice will be attached. The email content (text) is not taken over.
- If no payment information could be found, the complete email (including existing attachments will be filed in the documents).
- At the end of processing, appropriate notifications are triggered.
Setting up the connection to the email account
Open the system settings
After that select Interfaces and click on the “+” symbol
You can get the corresponding values from your email provider. Depending on the provider, the user name can be either the email address or a different user name. The email address does not need to be stored in the settings, as this is determined via the email inbox.
We recommend that you run the interface only during the day every 3 hours.
Important: With Microsoft 365 (formerly Office 365).
With Microsoft 365, you need at least one mailbox with the Exchange Online (Plan 1) license; an Exchange Online (Kiosk) license is not sufficient.
Comparison of Microsoft licensing plans
Microsoft no longer supports a simple username and password login. To connect to Microsoft 365, you must first register the app in Microsoft Active Directory. For support, contact your IT partner. You will then receive the following additional information
Tenant ID (directory ID) and client ID (application ID)
Transfer these two fields to the corresponding fields in the configuration in ems.
Set notifications
We recommend that you set the following notifications
| Error in data exchange with external systems | Informs you if the interface could not be executed successfully. This also concerns, for example, the notification if the password would no longer be valid. |
| A new vendor invoice has been received by email | This message informs you about the receipt and entry of new vendor invoices. Also, you will be notified if the invoice has not been successfully recognized. |
Information about the setting can be found here.
Testing the interface
Click directly on the icon of the two arrows on the interface to start the interface immediately. If successful, a second timestamp appears in the “Last Run” column. If the lock symbol remains, the interface could not be executed successfully.