Invoice Portal
Invoice Portal is a single connection point to send and receive electronic invoices. It automatically converts invoices to the format required by buyers, transfers them to the correct receiver in the correct way and eliminates manual work and errors. Invoice Portal simplifies invoice processing by connecting you to hundreds of thousands of companies that are already connected and exchanging e-invoices.
Kofax AP Essentials accepts invoices from Invoice Portal via Email input services. Invoice Portal can be a beneficial input method because it accepts more XML invoice formats than AP Essentials. By default, communication between AP Essentials and Invoice Portal is one way: Invoice Portal sends invoices to AP Essentials, and AP Essentials processes them without communicating the results back to Invoice Portal. However, you can enable notifications in the Invoice Portal service in AP Essentials to send invoice status information back to Invoice Portal. This is helpful because it provides feedback to suppliers that have submitted invoices to Invoice Portal. Two-way communication between AP Essentials and Invoice Portal is not required and not enabled by default.
This integration is enabled via the Invoice Portal service. Administrators need these privileges to configure and utilize the Invoice Portal service:
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Manage Invoice Portal settings - Grants permission to edit Invoice Portal service settings.
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Access Invoice Portal - Lets admin users on the customer level open Invoice Portal from a link that appears on the landing page in Admin Center.
Create a connection to Invoice Portal
To create a connection to Invoice Portal:
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Navigate to the Invoice Portal view and click EDIT.
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Click CONNECTION.
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Use the dialog that appears to specify a connection to Invoice Portal.
Consider whether you want to process all documents with the same Invoice Portal member (Connect on customer account level) or if you want different members for each buyer (Connect on buyer level).
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Click OK to save your settings and test the connection.
After the connection succeeds, you return to the previous view, which displays the connection settings. A link to Invoice Portal is now available for customer administrators in the Customer account view.
If the connection fails, check your settings and try again.
To change existing connections, click CONNECTION and provide the new connection settings in the manner described above.
Enabling notifications for Invoice Portal
You must create a connection to Invoice Portal before you enable notifications. To enable notifications for Invoice Portal:
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Navigate to the Invoice Portal view and click EDIT.
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Click the Notifications tab.
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Select the document statuses that you want publish to Invoice Portal and potentially to the supplier. If you do not select any statuses, notifications are not sent to Invoice Portal.
If you have connections on the buyer level, these settings are default for each buyer. To override the default settings for an individual buyer, click a buyer in the BUYER-SPECIFIC SETTINGS list, and use the view that appears to specify the settings.
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Click SAVE.
Invoice Portal will receive notifications according to your settings.
Supplier synchronization
Invoice Portal users can click a button in Invoice Portal to upload supplier master data from AP Essentials. Before you click the button, however, you must enable supplier synchronization in AP Essentials. Currently, Invoice Portal accepts up to 20,000 suppliers. To enable supplier synchronization:
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Navigate to the Invoice Portal view and click EDIT.
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Click the Master data tab.
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Select Allow supplier upload to let Invoice Portal copy supplier master data from AP Essentials to Invoice Portal. Additionally, you can select Allow organization identifiers and/or Allow organization bank accounts to let Invoice Portal copy tax registration and organization numbers and/or bank account information.
If you have connections on the buyer level, these settings are default for each buyer. To override the default settings for an individual buyer, click a buyer in the BUYER-SPECIFIC SETTINGS list, and use the view that appears to specify the settings.
When you select Allow supplier upload, these fields are mapped:
Value from AP Essentials Invoice Portal field Supplier number membersIdForParty Supplier name * address/name Street address/streetAddress Postal code address/zipCode City address/city A two-letter country code, determined by the country name address/countryId Phone number contact/phone Description comment * Supplier name is the only required field. All other fields are optional.
When you select Allow organization identifiers , these fields are mapped:
Value from AP Essentials Invoice Portal field "OrganizationNo" Identifiers/identifier 0/type A two-letter country code, determined by the country name Identifiers/identifier 0/countryId Organization number Identifiers/identifier 0/Identifier "VAT" Identifiers/identifier 0/type A two-letter country code, determined by the country name Identifiers/identifier 0/countryId Tax registration number Identifiers/identifier 0/Identifier Organization and tax registration numbers cannot be sent to Invoice Portal if the country cannot be determined.When you select Allow organization bank accounts , these fields are mapped:
Value from AP Essentials Invoice Portal field "Bank" paymentMeans/payment mean 0/type Bank name paymentMeans/payment mean 0/bankName BIC number paymentMeans/payment mean 0/swiftCode Clearing number paymentMeans/payment mean 0/clearingNo Account number paymentMeans/payment mean 0/account Phone Number contact/phone Description comment -
Click SAVE.
When new suppliers are created in AP Essentials, the new supplier information will be sent to Invoice Portal according to your settings.