Many Suppliers are able to can provide you with copies of your Invoices in CSV or PDF format. You can configure Ascora to accept CSV or PDF Invoices and have these invoices automatically process against a Purchase Order, then update the Job Card (as required) and push the Supplier Invoice details across to your accounting package.
Note: To make automatic import work, a supplier invoice must be part of the supported formats but if you need an extra format added for one of your suppliers, you can purchase one by accessing the Ascora Shop from one of the menus in your Ascora account. See Supplier Invoice Format Supported for a complete list of readily supported formats.
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Connecting your Email Account - Office 365
1. Go to Administration → System Settings. 
2. Under the Automatic Import Email Settings area, do the followingsteps A, B, and C with some references below.
A. Tick the Supplier Invoice Importing checkbox
B. Configure the required email settings. If you don't have your email settings available such as server name and port number, you must contact your company IT or your email provider to obtain these details. If you are connecting Gmail please make sure to enabled POP Access and allow Less Secure Apps. Anchor
C. Click the Connect button when you're ready to proceed.
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If you are using "Use Own Email Server" with Gmail, please read the dedicated article for Gmail here.
3. Connection between your Ascora account and your email account will be established and you'll see the following pop up box indicating it's testing your email settings.
4. Another pop up box appears confirming that connection is successful.
If connection is unsuccessful, please refer to the following list of the most common reasons and their corresponding resolutions.
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Reason
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Resolution
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This only applies if you are connecting a Gmail Account. You will need to go to Gmail Settings to Enable POP Access and allow Less Secure Apps.
Note: It's Google's verification method and Ascora has no control over this and thus you need to manually change/adjust your settings in your Gmail account.
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NOTE: Automatic Importing should be assigned to a dedicated inbox as all emails will be marked as deleted once they have been processed by the importer. If you need a copy of each supplier invoice email, you can configure your email account to automatically forward emails copies to a different mailbox. |
5. Click the Save button located on the upper right part of the screen once your Automatic Import Email Settings are successfully configured.
Connecting your Gmail Account
When you connect your Gmail account, additional steps are needed for you to connect successfully. When you first attempt to connect you will most likely get the following error message but continue reading and follow the steps on how to enable POP and allow Less Secure Apps.
How to enable POP Access in Gmail
1. Click the Gear icon in the top right corner of the screen and click See all Settings.
2. Click the Forwarding and POP/IMAP tab on the settings screen and under POP Download click Enable POP for all mail and click Save Changes.
How to allow Less Secure Apps in Gmail
You will also need to enable less secure apps by going to your Gmail and click a link from there. Alternatively you can use the following link to enable less secure apps.
https://myaccount.google.com/lesssecureapps
Configure the Supplier Record
Alternatively you can configure your email to keep the deleted emails in the DELETED folder after a certain period. |
Configuring the Supplier Record
After successfully connecting your email account for supplier invoice automatic import, you will need to configure your supplier record to ensure that emails will be imported correctly.
1. Choose the Inventory Icon on the Top Menu and select the Suppliers option.
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2. Locate the applicable Supplier in the list then click the View button.
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to display the details. In this example we select Reece which is one of the supported formats.
3. The Supplier’s Details Screen will display. Scroll down to the Supplier Invoice Format option and select the applicable format from the list.
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Note: If the Supplier Format you're after is not shown in the list, we can create this format for you by creating a special processor that understands the format the invoice has been sent in - where to read elements like the Supplier Invoice Number, Order Reference, Invoice Date and the various lines on the Invoice. The Processor can read invoices in both CSV or PDF format (providing the PDF is not generated as an unreadable image). Due to the length of time it can take to create, test and deploy the Supplier Invoice processor we charge $350 EX GST per Supplier Format. You can purchase one by accessing the Ascora Shop. |
4. Under the Automatic Supplier Invoice Importing section on in the Supplier screen, tick the checkbox to beside Enable the automatic import from Ascora inbox. The inbox you configured in Step 2 will be displayed in brackets and the Email Sender textbox will appear. Enter the email address used by the Supplier to send your Invoices in the Email Sender textbox.
Ascora is now configured to automatically import and process Supplier Invoices for the particular Supplier. Repeat these steps for any other Suppliers for which you wish to enable Automatic Supplier Invoice Importing.
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As a summary, the requirements for setting up automatic import for supplier invoices are:
- Supplier must have a supported format available.
- You account is successfully connected to a dedicated mailbox that receives supplier invoices type of emails.
- You have configured the necessary settings in the supplier details screen.
Congratulations! You have now successfully configured automatic import for your supplier invoices which helps save a huge amount of time compared to manually creating/importing your supplier invoices.
Updated by Raymond McConville 25/09/24