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.

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 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.
  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. To see email addresses possibly added by others than their own primary company, the user must have KH rights to the company.

Sending email to eScan service

  1. Send the receipt to escan@netvisor.fi.
  2. Ensure the attachment is in PDF format.
  3. Title the email message descriptively, as the title serves as the description of the attachments in Netvisor.
  4. You can attach multiple files to a single email. Note that one file is considered one material when it arrives in Netvisor.
  5. All PDF files contained in the email message are processed as eScan documents.
  6. The size of one eScan material must not exceed 512 kilobytes.
  7. Send the message directly as a new message from the sender's address, which is added as the escan email address.
  8. Do not use distribution lists to send the message to the escan address.
  9. Ensure the PDF file is not 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. 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.

Frequently asked questions

  • How do I add an email address to eScan material import in Netvisor?
  • How do I send a receipt to the eScan service?
  • How does transferring material to another company affect billing?
  • Can a message be redirected to the eScan email address?

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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