Status email

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

AP Automation

The e-mail status is displayed in the ISP-Classification e-mail list in the status column and at the top of the detail e-mail page. The different statuses of an e-mail, when that status occurs is described below.

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 Classification process (the processes of SmartScan and ISP-Invoice). 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 ISP-Invoice respectively. If everything goes well and the processes have gone through without problems, 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.

Processed:

Fully processed. All attachments in the email 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 showed above it is possible to view the email, attachments and the linked invoices by clicking on the corresponding links. Emails will be cleaned after a period of 90 days, therefore it is no longer possible to view the emails and attachments after a period of 90 days. In the Audit of the invoice it is also no longer possible to see the email after a period of 90 days. 

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 "Process" or "Ignored" then the email will be given this status. The sender and the 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 administrator will be notified.

Processing failure. Something unexpected went wrong. The process encountered an issue that was not captured within the ISP-Classification. The 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 ISP-Invoice does not respond, or if an attachment is not returned from SmartScan. To avoid a saturated queue, ISP-Classification checks how long an e-mail has been in "Processing", and if a certain limit is reached, the e-mail and incompletely processed attachments will go into this state. The administrator will be notified.

'Reprocessing' the email

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 the following states: "Fully processed", "Partly processed", "Erroneous input", "Processing failure", "Processing timed out". Please note that the notifications are also sent again.