Palace has the ability to receive emails for automatic barcode scanning. Emails sent to email@example.com will automatically retrieve any PDF files attached to the email and attempt to read any barcode contained within the PDF Document. If no PDF attachment exists within the email, it will automatically be deleted by our service.
The service links to your company dataset by way of the email 'From' address. This means your company must register at least one unique email address with this service. You can register your company to make use of this service (free of charge) by logging a support ticket and supplying the 'From' address that all emails sent to the service will come from.
Although you can register multiple email addresses with the service for a single company, we recommend you set up a single address which forwards all emails to this service (e.g. Set up an email called 'firstname.lastname@example.org' to auto-forward to 'email@example.com' and register 'firstname.lastname@example.org' with our service). All your internal staff can then send their invoices to the one email address which forwards to our service to process the invoices with barcodes. In this way you don't have to keep track of which staff members are registered with our service and which are not and you don't have to worry about old staff members leaving and new staff members coming on board. If an email is sent to 'email@example.com'address and is not registered with our service, it will automatically be deleted.
If a PDF invoice is sent to this service and does NOT contain a barcode or the barcode cannot be read but the email does contain a valid 'From' address, the system will still forward the attachment to the 'Invoice Document Workflow' inbox as 'Unmatched'. The user will then have to visually review the document and manually match and enter in the appropriate values from the invoice.
Standard external barcodes for invoices generally contain 3 important values that our service processes...
- Supplier ID
- Account ID
- Amount Inc. GST
Palace maintains a register of barcodes related to specific suppliers for all our clients. If your company comes across an invoice that contains a barcode, but our service is not picking up the values required within the barcode, please let us know by logging a support ticket with an example of the invoice attached. We can then manually register the new invoice with our service in a global library that can be accessed by all users of our system.
The first time an invoice is received into the 'Invoice Document Workflow' inbox for a 'Supplier' and 'Property', the invoice will be assigned as 'Unmatched'. The user will then need to manually select the 'Supplier' and 'Property' from a drop-down within your system. Once the user has completed this and selects OK or Approve the system will learn the match between the 'Supplier ID' (linked to the supplier) and the 'Account ID' (linked to the property). Any future invoices coming in with those same IDs will then automatically be matched by our system.