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 statuses
The e-mail status is displayed in the AP-Automation e-mail list in the status column and at the top of the detail e-mail page. The different statuses an e-mail can have, and when each status occurs, are described below.
2. Overview of the statuses
2.1 Incorrect
Partly processed. Some attachments went through the process but some attachments did not go well. If at least one attachment has been successfully completed, but not all attachments have the status "Processed" or "Ignored", the e-mail will be given this status. The sender and the application administrator will be notified.
Errored. None of the attachments have successfully completed the process or the e-mail has no attachments. In the first case, the application administrator will be notified.
Processing failure. Something unexpected went wrong. The process encountered an issue that was not captured within e-mails. The application administrator will be notified.
Processing timed out. The e-mail is stuck in the process. It may happen that the e-mail does not go past the "Processing" status. This can happen if AP-Automation does not respond, or if an attachment is not returned from SmartScan. To avoid a saturated queue, the Inbox checks how long an e-mail has been in "Processing". If a certain limit is reached, the e-mail and incompletely processed attachments will go into this state. The application administrator will be notified.
2.2 In progress
Importing. The initial status of the e-mail. When the e-mail is retrieved from the mailbox, it will receive this status. As soon as the attachments that come with the e-mail have also been fully read, the status of the e-mail will change to "To be processed".
To be processed. The e-mail is ready for processing and will be included in the next Inbox process (the processes of SmartScan and AP-Automation). Once the process begins, the e-mail status will change to "Processing".
Processing. The e-mail has been included in the process and the attachments will be offered to SmartScan and AP-Automation respectively. If everything goes well and the processes have gone through without issues, the status of the e-mail will switch to "Fully processed". If for some reason one or more attachments do not go well, the status will adjust accordingly.
2.3 Processed
Fully processed. All attachments in the e-mail have successfully completed the process and have the status "Processed" or "Ignored". The sender of the e-mail will receive a confirmation with the notification that the e-mail has been handled properly.
From the screen shown above it is possible to view the e-mail, attachments and the linked invoices by clicking on the corresponding links.
3. Reprocessing the e-mail
With the 'Reprocess' function, the e-mail and associated attachments will be reset and go through the process again. This gives the user an easy way to reprocess an e-mail without having to resend it. This function can be used if the e-mail is in one of the following states:
- "Fully processed"
- "Partly processed"
- "Errored"
- "Processing failure"
- "Processing timed out"
When an e-mail is reprocessed, the notifications are also sent again.
4. 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.
The retention period for e-mails is 90 days after the e-mail has reached the status 'Fully processed'.
5. Summary
- The status of an e-mail is visible in the status column of the e-mail list and at the top of the detail e-mail page.
- Statuses fall into Incorrect, In progress and Processed.
- An e-mail in the status "Fully processed", "Partly processed", "Errored", "Processing failure" or "Processing timed out" can be reprocessed. The notifications are then sent again.
- The retention period for e-mails is 90 days after the e-mail has reached the status 'Fully processed'.