Setting up Automatic Import for Supplier Invoices

Many Suppliers are able to 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: For automatic import to work, 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. 

Enabling Automatic Import and Connecting your Email Account

1. Go to Administration → System Settings.

2.  Under the Automatic Import Email Settings area,do the following.

     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, port number you must contact your company IT or your email provider to obtain these details.

     C. Click the Connect button when you're ready to proceed.

3. Connection between your Ascora account and your email account will be established and you'll see the following pop up box.

4. Another pop up box appears confirming that connection is successful.

If connection is unsuccessful, please see a list of most common reasons and corresponding resolutions below.

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

1.  Choose the Inventory Icon on the Top Menu and select the Suppliers option.

2.  Locate the applicable Supplier in the list then click the View button.  

3.  The Supplier’s Details Screen will display.  Scroll down to the Supplier Invoice Format option and select the applicable format from the list.

4.  Under the Automatic Supplier Invoice Importing section on the Supplier screen, tick the checkbox to 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.

Supplier Invoice Format Supported

5. The following list refers to suppliers with invoice formats that are supported by Ascora either via manual import or automatic import. When you try to import a supplier invoice, you should be able to select any of the suppliers included in the list below.

Note: Although we've precoded a few of supported supplier invoices formats, changes made by the suppliers when it comes to their invoice format could potentially impact the importing process and hence modifications will also be needed in Ascora.