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: 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.
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 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. See Connecting your Gmail Account section for more 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 refer to the following list of the most common reasons and their corresponding resolutions.
Reason | 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.
