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.
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.
Reasons | Resolution |
Incorrect Settings | Check with your Email Provider or company IT to verify the correct server name and port number |
Incorrect Credentials Entered | Make sure you enter your correct email user name and password. |
Server Cannot Be Found | Check if you have the correct server name and if needed, contact your IT or email provider. |
Your Email Account is restricting Ascora to establish a connection | Contact your Email Provider to allow Ascora to access your Email account. Sometimes you just need to check your mailbox and click a link to authenticate or "allow access" to your email. |
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. 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. |
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 to automatically forward emails 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
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.
Template Name | Read Csv Formats | Read PDf Formats* |
Reece | Yes | Yes |
Middy Data & Electrical | No | Yes |
Tradezone | Yes | Only Invoices |
Samios Plumbing Supplies | Yes | Only Invoices |
K & R Plumbing Supplies | No | Only Invoices |
Saveur Pacific Pty Ltd | No | Only Invoices |
Airefrig Australia Pty Ltd | No | Yes |
Bitzer Australia Pty Ltd | No | Yes |
Tradelink Pty Limited | No | Yes |
Harris Trade Plumbing Supplies | Yes | Only Invoices |
Burdens Plumbing Victoria Pty Ltd | No | Only Invoices |
Centre Plumbing Plus | No | Yes |
CNW Electrical Wholesale | No | Yes |
Bunnings Warehouse | No | Yes |
D & J Hull Plumbing | No | Only Invoices |
Aquaclear | No | Only Invoices |
Fujitsu | No | Yes |
Daikin Air Conditioning Ltd | No | Yes |
Mitsubishi Electric Australia Pty Ltd | No | Only Invoices |
The Good Guys Discount Warehouses Australia | No | Only Invoices |
Beijer Ref Australia Pty Ltd | No | Only Invoices |
Kirby HVAC&R Pty Ltd | No | Only Invoices |
Total Tools | No | Only Invoices |
Ideal Electrical Suppliers | No | Only Invoices |
MM Electrical Merchandising | No | Yes |
Actrol | Yes | No |
Ezzybills | Yes | No |
Galvins Plumbing Supplies | Yes | No |
Haymans | Yes | No |
Lawrence and Hanson | Yes | Yes |
P & R Electrical Wholesalers Pty Ltd | Yes | No |
Plumbers Supplies Co-Op | Yes | No |
Voltex [NZ] | Yes | Yes |
Rexel Electrical Supplies | No | Yes |
City Electric Supply | Yes | Yes |
AWM Electrical | No | Yes |
Boral Construction Materials Group Limited | No | Only Invoices |
Uniquip Electrical Supplies | No | Only Invoices |
Pickard Building Supplies | No | Only Invoices |
Lighting Options Design & Supply | No | Yes |
Resene Paints Ltd | No | Only Invoices |
Dulux | No | Only Invoices |
NHP Electrical Engineering Products Pty Ltd | No | Yes |
NAW Controls Pty Ltd | No | Yes |
BJS Roofing Supplies | No | Only Invoices |
Bayline Roofing | No | Only Invoices |
J. A. Russell Ltd [NZ] | Yes | Yes |
Bunnings [NZ] | No | Yes |
Argent Cables [NZ] | No | Yes |
Computer Dynamics [NZ] | No | Yes |
Lentune Group [NZ] | Yes | Yes |
Smoooth Air Products Ltd [NZ] | No | Yes |
Mitre 10 [NZ] | No | Yes |
Ideal Electrical Suppliers [NZ] | No | Yes |
Eagles Bathroom Kitchen Plumbing | No | Yes |
Crisp N Co Pty Ltd | No | Yes |
Fielders | No | Only Invoices |
Westflex Pty Ltd | No | Only Invoices |
Web Industrial | No | Only Invoices |
Voltex | Yes | Only Invoices |
AHI Carrier | No | Yes |
AirOWorld | No | Only Invoices |
Anzor | No | Yes |
Black Diamond Technologies | No | Yes |
Corys Electrical | No | Yes |
Able Solar Ltd | No | Only Invoices |
Agile Networks Ltd | No | Only Invoices |
All Fast Solutions | No | Yes |
Asmuss | No | Only Invoices |
CableWays Ltd | No | Only Invoices |
Express Sheetmetals | No | Yes |
Fantech Ltd | No | Yes |
Franklin Smith | No | Only Invoices |
Gas Works And PlumbingLtd | No | Only Invoices |
Cherry Picker Services | No | Only Invoices |
Complete Coms Ltd | No | Only Invoices |
Connectplay Ltd | No | Only Invoices |
Enatel Ltd | No | Only Invoices |
Go Wireless Ltd[NZ] | No | Yes |
Infab Ltd | No | Only Invoices |
Konnect Fastening Systems | No | Yes |
Mico Ltd [NZ] | No | Yes |
Hirepool Ltd | No | Only Invoices |
Ingram Micro Limited [NZ] | No | Yes |
Jaycar Pty Ltd | No | Only Invoices |
Kea Trailers Ltd [NZ] | No | Only Invoices |
Simx Ltd | No | Yes |
Laser Electrical Putaruru | No | Only Invoices |
MH Power Specific Ltd | No | Yes |
McGowan Services Ltd | No | Only Invoices |
PB Technologies Ltd | No | Only Invoices |
Placemakers | No | Only Invoices |
Riequip Ltd | No | Only Invoices |
Rotational Plastics | No | Yes |
Stainless Design Group | No | Yes |
Tait Controls Ltd | No | Only Invoices |
Teletronics Ltd | No | Only Invoices |
Honda Hamilton Ltd | No | Only Invoices |
Polytec | No | Only Invoices |
FGW Corporation Pty Ltd | No | Only Invoices |
Think Water Alice Springs | No | Only Invoices |
Steely Sales | No | Only Invoices |
APJ Concrete | No | Only Invoices |
Rockcote Resene Ltd | No | Yes |
Trade Direct | No | Yes |
Specialized Construction Products Ltd | No | Yes |
Powerbase Group [NZ] | Yes | Yes |
NSW Timber & Hardware Pty Ltd | No | Only Invoices |
Alice Powder Coating (NT) Pty Ltd | No | Only Invoices |
Alice Springs Sand Supply Pty Ltd | No | Only Invoices |
B&S Home Timber and Hardware | No | Only Invoices |
BOC Limited | No | Only Invoices, Container Invoices, and Container Credit Notes |
DNA Steel Direct | No | Only Invoices |
Downee | No | Only Invoices |
Nice Australia Home Automation Pty Ltd | No | Only Invoices |
Normist | No | Only Invoices |
Pro-Active Electrical | No | Only Invoices |
Spears Sheetmetal Works | No | Only Invoices |
Tecon Australia | No | Only Invoices |
NJA Consulting Pty Ltd | No | Only Invoices |
Zoltan Electrical & Plumbing Supplies | No | Only Invoices |
Tile Space | No | Only Invoices |
Active Electrical Distributors Pty Ltd | No | Only Invoices |
Look Floors | No | Only Invoices |
The Tile Depot | No | Only Invoices |
Tiles On Devon | No | Only Invoices |
Apex Building Products | No | Only Invoices |
Bradford Insulation | No | Only Invoices |
Stramit Corporation Pty Ltd | No | Only Invoices |
Goldpine Industries | No | Only Invoices |
NZ Safety Blackwoods | No | Only Invoices |
Aviat Networks | No | Only Invoices |
Air Diffusion Agency Pty Ltd | No | Yes |
Hafele Australia Pty | No | Only Invoices |
Watertek Pty Ltd | No | Only Invoices |
Swan Hardware & Staff Pty Ltd | No | Only Invoices |
Bayset Pty Ltd | No | Only Invoices |
Refrigeration Specialties Ltd | No | Yes |
Panasonic New Zealand Ltd | No | Only Invoices |
Shamon Air & Filtration Equipment NZ Ltd | No | Only Invoices |
Realcold NZ Ltd | No | Yes |
Southern Hospitality Ltd | No | Yes |
Victron Energy B.V. | No | Only Invoices |
Steel & Tube Holdings Ltd | No | Yes |
Carters Building Supplies Ltd | No | Only Invoices |
ITM Whangarei Building Supplies | No | Only Invoices |
Plumbing World Ltd | No | Yes |
Note: Last updated 18/10/2021 |
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.