This guide covers the import of eScan material into Netvisor via email. It provides detailed instructions on how receipts can be sent as email attachments for processing in Netvisor's eScan handling and how the process works during the implementation phase. It includes requirements for saving the email address, billing principles, special instructions for handling PDF files, and considerations for potential challenges related to email forwarding.

CONTENTS


Receipts can be sent to Netvisor as email attachments, allowing them to be processed in the Netvisor eScan material handling view by the user. The material can be processed from the eScan handling view into a voucher, travel expense report, sales invoice, or purchase invoice.

Email import setup


  1. Add your own email address to Netvisor. You can do this by selecting Extensions > eScan settings > eScan material import email addresses.
  2. Select the user's name from the dropdown list.
  3. Note that when the email address is defined in the user's system communication information, the email address can be added to the "eScan material import email addresses" view by another user only if they have the same primary company as the email user.
    The material received through the eScan service is allocated to the company to which the email address is assigned.
  4. One email address can only be saved for one company. If the email address needs to be transferred from one company to another, remove the email address from the old company and add it to the new company.
  5. A single user can have multiple email addresses saved in the same company, meaning one user can be the user of several email addresses in the same company. To see email addresses possibly added by others than their own primary company, the user must have KH rights to the company. Without KH rights, they can only see email addresses of people with the same primary company.

Sending email to eScan service

Send the receipt to escan@netvisor.fi. Consider the following points when sending the receipt:

  • The attachment must be in PDF format
  • It is advisable to title the email message descriptively. The title serves as the description of the attachments when they arrive in Netvisor
  • You can attach multiple files to a single email. Note that one file is considered one material when it arrives in Netvisor. If a single PDF file contains multiple invoices, they cannot be separated into multiple materials in Netvisor, and the allocation of material always concerns one "whole" PDF file. It is advisable to separate materials intended for different events into different files
  • All PDF files contained in the email message are processed as eScan documents. Therefore, if the email message contains, for example, a graphical signature, the signature is also read as a document in the eScan material handling view
  • The size of one eScan material must not exceed half a megabyte, i.e., 512 kilobytes. We reserve the right to block the sending of larger files
  • The message must come directly as a new message from the sender's address, which is added as the eScan email address, and the address must match. No forwarding should be used in the background.
  • Do not use distribution lists to send the message to the escan address.
  • The sent PDF file cannot be password protected (the material may come through if it is a PDF, but it cannot be opened even if the password is known. Therefore, these should be sent again without password protection).

If the attachment is not brought in the correct format, the sent message is bypassed, and the material is not brought into the Netvisor eScan material handling view. In this situation, no error message is sent to the eScan material sender if the material import is bypassed.

Billing and transferring material to another company

The same eScan email address can only be added to one company. The material can be transferred from one company to another, and billing transfers to the company to which the material is transferred. If the material remains in the original company for a longer time and is billed, double billing may occur upon transfer. If the user has resource management (travel and working hours) service active in the target company, the eScan material billing is included in it.

Forwarding scan address

Question: Can a message be redirected to the eScan email address?

Answer: We do not recommend this, and if done, it is at the user's own risk. Practically, if you send a message from address A to address B, which has forwarding enabled to address C, which would be Netvisor's eScan email address, the message will indeed arrive. But it comes from address A in the background. So practically, it may happen that if the sender from address A does not have the right to send the message, it will not arrive. Or if person A's address actually leads to another company in the background, the message goes there. So practically, the forwarding makes the message come from the original sending address, not from where it was forwarded. This cannot be influenced from Netvisor's side.


Keywords: eScan, Netvisor, email, receipt, material, user, company, email address

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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