Emails

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

AP Automation

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

You can find this via AP Automation → E-mails

The invoices to be processed can be received in PDF or XML format in the inbox, and you can also see which emails have been received and what the status of these emails is. The purpose of the status is to inform the user how far along in the process the email 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.

The inbox should only be used for AP Automation. An email to be processed may contain attachments in addition to invoices. How attachments are processed can be found under Processing attachments.

The inbox is intended for automatic processing of emails. E-mails should therefore not be opened manually if they are still unread (these e-mails will then be skipped) or should not be manually reset to unread (this e-mail will then be processed twice).

An overview of the incoming emails appears. You can export emails 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.

A detailed screen can then be viewed for each received email.

In the screen shown above it is possible to view the email, attachments and the linked invoice by clicking on the links. Emails are cleaned after a period of 90 days. Therefore, it is no longer possible to view the emails and attachments 90 days after after receiving. In the Audit of the invoice, it is alsono longer possible to view the email 90 days after receiving.

From the detail screen it is also possible to resubmit the received email to SmartScan via Reprocess.