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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. See Supplier Invoice Format Supported for a complete list of readily supported formats.
Connecting your Email Account - Office 365
1. Go to Administration → System Settings. 
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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 enable POP Access and allow Less Secure Apps. See Connecting your Gmail Account section for more details.Click Connect to Office 365 and sign in using the popup.
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.
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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 why it fails to connect and their corresponding resolutions.
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Reason
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Resolution
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Unable to Connect to Gmail Account.
POP Access not enabled, and Less Secure Apps not enabled
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.
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| Warning |
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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, you can configure your email account to automatically forward copies to a different mailbox. Alternatively you can configure your email to keep the deleted emails in the DELETED folder after a certain period. |
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 for you to connect successfully.
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
Once you attempt to connect Gmail to Ascora, you must receive an automated email from Google with a link you can click in order to enable less secure apps. Alternatively you can use the following link to enable less secure apps.
https://myaccount.google.com/lesssecureapps
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.
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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