The article discusses the Procure to Pay (P2P) process with a focus on AP Automation, detailing how mailbox settings can be configured for notifications, email administrators, and SmartScan.
Users can choose default settings or customise them for specific email boxes used in AP Automation, provided they have the correct permissions. General settings allow for changes to email addresses, while notification settings enable users to adjust email content and sender information.
Exclusions for vendor notifications can be set by domain, and email administrators can be informed of unprocessed emails.
The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):
AP Automation
Procurement
Under 'Classification settings', you can find the mailbox settings, which include options for notifications, email administrators, and SmartScan. You can choose either the default settings or those of other mailboxes used in AP-Automation.
*The correct permission is needed to maintain mailbox settings.
The mailbox settings can be found in Inbox settings:
General Settings
Under General settings you will find the e-mail address if it differs from the default e-mail address.
Select the mailbox which you would like to check or adjust the settings for.
Notification Settings
Notification settings contain example emails, such as those sent to the vendor, when an invoice has or has not been processed. The status determines whether this standard email is sent or not. The text and sender of the emails can be adjusted here.
The content of notifications can be made partly dynamic.
For this, certain tags in the Content field should be used.
| Tag | Beschrijving |
| #SUBJECT# | is the subject of the sender's email using PDF/XML |
| #CONTENTS# | is the textual content of the sender's original mail |
Exclude from notifications
Under Exclude from notifications you will find the e-mail addresses of vendors who do not wish to receive notifications. It is also possible to add just the domain name. For example: ispnext.com. The settings will then apply to all emails from this domain.
E-mail Administrators
Under E-mail administrators you will find the e-mail addresses of the administrators. In this way it is possible to inform the mailbox administrator by e-mail that a specific e-mail has not been processed. Action can then be taken.
ISP-Smartscan
With ISPnext-Smartscan, a number of details can be specified that apply to e-mails sent from a specific e-mail address. Under Senders with multi-page PDFs, email addresses can be added for senders who send multi-page PDFs, or senders where the XML should be ignored. See 'Electronic invoices (XML)' to see what requirements an XML must meet.
In addition, predefined companies can be set up by the ISPnext Scan Consultant but can only be viewed by users with the correct permission. Predefined companies are a list of company names that the smartscan recognizes. This recognition ensures that the smartscan does not process invoices belonging to your own company. A change request should be submitted for adding, modifying or deleting a company.