This guide covers the import of eScan material into Netvisor via email. The guide 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.

Using the eScan service requires that the sender's email address is saved in Netvisor in the eScan material import email addresses or in the user's system communication information. If the email address is saved in the user's system communication information, the eScan material sent is directed to the user's primary company. If the person importing eScan material has the Travel service active and is established as a user in Netvisor, no separate charge is made for importing receipts. Otherwise, eScan pricing is used as the basis for billing. If the Travel service is activated in the middle of the month, a transaction fee is charged for receipts brought in until the activation day, and the Travel service fee is charged for the entire month. 

Email import setup

Before material can be sent to Netvisor, the user must add their email address to Netvisor. The email address can be added by opening the top bar in Netvisor Extensions> eScan settings > eScan material import email addresses. In the user field, select the user's name from the dropdown list. 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.

Material received through the eScan service is directed to the company to which the email address is assigned. Therefore, one email address can only be saved for one company. If the email address needs to be transferred from one company to another, the email address must first be removed from the old company and then added to the new company.

A single user can have multiple email addresses saved in the same company, meaning one user can be the user of multiple 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, only the email addresses of people with the same primary company are visible. 

Sending email to eScan service

The receipt to be imported into the eScan service is sent to escan@netvisor.fi. When sending the receipt, the following points should be considered:

  • The attachment of the email message to be sent must be in PDF format
  • It is good to title the email message descriptively. The title serves as the description of the attachments when they arrive in Netvisor
  • Multiple files can be attached to a single email. Note that one file is considered one material when it arrives in Netvisor. If there are multiple invoices in one received PDF file, they cannot be separated into multiple materials in Netvisor, and the material allocation always applies to one "whole" PDF file. Materials to be allocated to different events should be separated 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 prevent 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.
  • No distribution lists should be used from which the message would be sent to the escan address.
  • The sent PDF file cannot be password protected

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, even if the user has rights to multiple different companies. The material can then be transferred from this company to another. Billing is such that the company to which the material is transferred pays for it. So if it is transferred from company a to company b, the billing also transfers to company b. If the material remains in company a for a longer time and is already billed, this results in double billing when transferred to another company. The same logic applies to Visma scanner if a receipt brought in with it is transferred to another company. If the user has resource management (travel and working time) service active in the target company, the eScan material billing is included in it, and there is no separate charge for this.

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 a message is sent from address A to address B, which has forwarding enabled to address C, which would be Netvisor's eScan email address, the message will arrive. But it comes from address A in the background. Practically, if the sender from address A does not have the right to send the message, it will not arrive. Or if the address of person A leads to another company in the background, the message goes there. Practically, 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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