Ascora can automatically read in invoices you received from your Suppliers via email. Once the email has been processed Ascora will create the Supplier Invoice with a copy of the Invoice CSV/PDF received. We’ll also even link up to the related Purchase Order or Job.
Using automatic Supplier Invoice importing will save you a significant number of hours and is easy to get started!
1) Link the email account you will instruct Suppliers to email their invoices to.
This can be any email you have on your own email Server, such as Exchange, or an Office 365 / Outlook email account. You can enter your email account details under Administration -> System Settings or from this link
2) Configure the related Supplier Card
Locate the Supplier details in Ascora and set the Supplier Invoice Format. Once this is done just tick the box to enable automatic import and enter the email address of the supplier – this can just be the last part after the @ symbol.
3) Sit back and watch the Invoices be automatically created as they are sent to Ascora
Supplier Invoices will be automatically created once the email is processed. You can also see all emails processed under the Received Email History. Once a Supplier Invoice has been imported it can be edited if needed or Accepted. Once you Accept a Supplier Invoice the costs on the related Job will be automatically updated and the Supplier Invoice will also be pushed to your accounting package.
Manual Import Options
If you'd prefer you can also manually import Supplier Invoices from the Supplier Invoices screen by clicking on the Import button and you can drop in the Supplier Invoice CSV/PDF manually. This will still create the Supplier Invoice and perform the linking to your PO/Job and still save heaps of time!
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.
Example Supplier Configuration
