›

The Email address view

Use these settings to specify the email addresses you use for receiving invoices via email.

To access this view in Admin Center, click an email address in the Input addresses list or click ADD in the Email input view.

Email address

The email address that accepts invoices from you or your suppliers.

Copy to clipboard

Copies the email address to the clipboard, so you can paste it into an email for example.

Buyer

Determines which buyer to send the invoices to. You can select individual buyers or choose one of the settings below. The setting that appears depends on whether you have buyer classification enabled:

  • Use email subject - This setting is available if you do not have buyer classification enabled. The buyer is determined by a specially formatted mail subject. If the subject is empty, or incorrectly formatted, the invoice is routed to the customer.

  • Use email subject or buyer classification - This setting is only available when buyer classification is enabled. If the email subject is properly formatted, the email subject is used. Otherwise, invoice information is used to find the buyer automatically.

    A link to Settings appears, which you can use to restrict which buyers incoming invoices from the current email are routed to.

Document type

Specifies which document type is expected by invoices that are sent to this address. If Use email subject is selected, the document type is determined according to the email subject. If the subject is empty, or incorrectly formatted, the default document type is used.

Attachments

One document per attachment - Specifies that each attachment contains only one invoice (no separation).

Multiple documents per attachment - Specifies that each attachment can contain more than one invoice (blank-page separation).

Attachment priority

None  - All attachments are processed.

XML  - If an email has XML attachments and attachments in other formats, only XML attachments are processed. Other attachments, such as PDF and image files, are ignored unless there are no XML attachments.

Image  - If an email has image or PDF attachments and attachments in other formats, only image and PDF attachments are processed. Other attachments, such as XML files, are ignored unless there are no image or PDF attachments.

Attachment formats

Determines which attachment formats you accept for processing via email input.

Click SUPPORTED FORMATS  to select or clear all formats.

When AP Essentials receives email input:

  • If at least one attachment matches any of the selected formats, the email is accepted. The email is considered accepted in regards to email forwarding settings.

  • if no attachments match any of the selected formats, the email is discarded. The email is considered discarded in regards to email forwarding settings.

If you do not select all formats, it increases the possibility that someone sends documents in a format that you do not accept. Therefore, consider enabling email forwarding and the Return the email to the sender setting to inform senders of discarded emails.

It is possible to use the email subject for the buyer and not the document type and vice versa. For example, if you select Use email subject in the Buyer setting, and you select Swiss invoices in the Document type setting, a correctly formatted email subject would look like this:

ExternalBuyerID |

In the example above, the external ID of the buyer is specified before the pipe character, and nothing is specified after the pipe character because the document type is specified in the settings on the Email address view.

Conversely, if you select a buyer in the Buyer setting, and you select Use email subject in the Document type setting, a correctly formatted email subject would look like this:

| DocumentType