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E-mailinbox in AP Automation

Updated

The e-mail inbox in AP Automation determines which type of invoice has arrived and which processing flow it goes to. It is found under AP Automation > E-mails and processes e-mails automatically. E-mails and attachments remain available for 90 days after the status 'Fully processed' is reached.

The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):

AP Automation

 

1. Purpose of the e-mail inbox

The function of the inbox is to determine, regardless of the flow through which the invoices arrive, which type of invoice is involved and to which processing flow it should be presented. To this end, e-mails are read from a mailbox, checked for invoices and associated attachments, and processed by SmartScan and AP-Automation.

🚨
Warning:
The inbox should only be used for AP Automation.

2. Navigation

The inbox can be found via:
AP Automation → E-mails

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3. Functionality overview

3.1 Received invoices and statuses

The invoices to be processed can be received in PDF or XML format in the inbox. It is also possible to see which e-mails have been received and what the status of these e-mails is. The purpose of the status is to inform the user how far along in the process the e-mail and attachments are, or to show that something has gone wrong. More about the different statuses can be found at Email Statuses and Attachment Statuses.

3.2 Attachments

An e-mail to be processed may contain attachments in addition to invoices. How attachments are processed can be found under Processing attachments.

3.3 Overview of e-mails

An overview of the incoming e-mails appears.

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3.4 Exporting e-mails

E-mails can be exported from this overview using the export button at the top left of the table. Please note the following:

  • The export is limited to a maximum of 2500 rows.
  • The export reflects the total overview. If a filter is applied, only the filtered results will be exported.

3.5 Detail screen per e-mail

A detail screen can then be viewed for each received e-mail.

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In the screen shown above it is possible to view the e-mail, attachments and the linked invoice by clicking on the links.

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3.6 Reprocessing

From the detail screen it is also possible to resubmit the received e-mail to SmartScan via Reprocess.

4. Automatic processing

The inbox is intended for automatic processing of e-mails.

⚠️
Note:
E-mails should not be opened manually if they are still unread. These e-mails will then be skipped. E-mails should also not be manually reset to unread. These e-mails will then be processed twice.

5. Retention period

E-mails are cleaned up after the retention period has passed. As a result, it is no longer possible to view the e-mails and attachments after that period. In the Audit of the invoice, it is then also no longer possible to view the e-mail.

ℹ️
Info:
The retention period for e-mails is 90 days after the e-mail has reached the status 'Fully processed'.

6. Summary

  • The inbox determines which type of invoice is involved and to which processing flow it should be presented.
  • The inbox can be found via AP Automation → E-mails and is only used for AP Automation.
  • The status of each e-mail is visible. From the detail screen, the e-mail, attachments and linked invoice can be viewed, and the e-mail can be reprocessed.
  • The overview can be exported, up to a maximum of 2500 rows.
  • The retention period for e-mails is 90 days after the e-mail has reached the status 'Fully processed'.

 

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