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Invoice Portal

Contact Kofax support to enable this integration.

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 Kofax AP Essentials. By default, communication between Kofax AP Essentials and Invoice Portal is one way: Invoice Portal sends invoices to Kofax AP Essentials, and Kofax AP Essentials processes them without communicating the results back to Invoice Portal. However, you can enable notifications in the Invoice Portal service in Kofax 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 Kofax 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:

  • Manage Invoice Portal settings - Grants permission to edit Invoice Portal service settings.

  • 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:

  1. Navigate to the Invoice Portal view and click EDIT.

  2. Click CONNECT (Connection tab).

  3. Use the dialog that appears to specify a connection to Invoice Portal.

  4. 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 view.

    If the connection fails, check your settings and try again.

    To change an existing connection, click RECONNECT 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:

  1. Navigate to the Invoice Portal view and click EDIT.

  2. Click the Notifications tab.

  3. 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.

  4. 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 Kofax AP Essentials. Before you click the button, however, you must give Invoice Portal permission to upload supplier master data from Kofax AP Essentials. To enable supplier synchronization:

  1. Navigate to the Invoice Portal view and click EDIT.

  2. Click the Master data tab.

  3. Select Allow supplier upload to let Invoice Portal copy the following supplier master data from Kofax AP Essentials to Invoice Portal:

    Kofax AP Essentials field 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.

  4. Optionally select Allow organization identifiers to let Invoice Portal include tax registration and organization numbers when copying supplier master data fromKofax AP Essentials.

    Kofax AP Essentials field Invoice Portal field
    "Org" 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.

  5. Click SAVE.

    When new suppliers are created in Kofax AP Essentials, the new supplier information will be sent to Invoice Portal according to your settings.