Each Netvisor customer company has its own unique receipt address for purchase invoices and it is in the form of the company's id without the trailing email@example.com, e.g. firstname.lastname@example.org. The address can be found on the company's billing address page.
Purchase invoices can be sent to a company using Netvisor under the following conditions:
- The company to which the invoice is sent must have Netvisor's purchase ledger in use
- You can send several invoices in one e-mail message, as long as each invoice with attachments is in the e-mail as a separate PDF file.
- All files must have a different name.
- The maximum size of one email is 10Mb. (Until September 13, 2018, the maximum size was 5Mb)
- PDF files must be genuine PDF documents (PDF version 1.3 or later).
- PDF files must not be locked or password protected.
- The outer dimension of the document can be a maximum of 210 x 297 mm.
- Allowed characters for the attachment name are standard letters, a-z, A-Z, 0-9 and underscores/spaces. Please don't use other special characters to name attachments.
- One e-mail message can contain several invoice files, but a maximum of one hundred (100) files
- The message field of the e-mail can be empty, it will not be attached to the invoice
- Empty files (0KB) are deleted
- Invoices must be sent from an address to which possible error messages can be sent as a reply message
- E-mail messages arriving at the scanning service must reach the scanning service as new messages, i.e. in practice the automatic routing of e-mails from one's own e-mail to the scanning service does not work
- The scanning takes place on the weekday when the e-mail arrives at the scanning service, and according to the service promise, the material must be in Netvisor within two weekdays, i.e. 48 hours, after the scan.
The sender of the email will be informed with an error message in the following cases:
- The receiving address is incorrect
- An email invoice has more than one receiving address
- An automatic signature image file at the end of the email, such as the company logo as a .bmp image or similar format (does not match the pdf or tif requirement)
- The e-mail invoice attachment is incorrect:
- The file format is incorrect
- The file is too large
- The attachment is password protected
- The attachment is corrupt (attachment won't open)
If the invoice sender has mistakenly scanned several invoices into the same file, the invoices cannot be recognized from each other during the scanning process. In these situations, the invoices arrive in the purchase ledger with the information of the first invoice in the invoice bundle.
If the exact same invoice is sent several times to the scanning address, the invoice may not arrive in Netvisor due to the duplicate check used in the email of the scanning service. The purpose of the duplicate check is to remove duplicate invoices from incoming e-mail invoices. However, if the same invoice is sent more than once and the invoice passes the duplicate filter, all the sending times create an invoice and each invoice generates a transaction fee. The duplicate filter most often includes monthly rent bills that are exactly identical to each other and the bill does not have a clear due date, but a list of due dates. The only way to receive such invoices would be to send them as individual invoices with the exact due date, in which case they would not be identical. Alternatively, you can send the rent invoices as paper to the scanning service, so that they would not be caught in the duplicate filter.
All PDF files sent to the scan-to-email address are routed to the company's purchasing ledger. If the files are not invoices, they are treated as material not included in the scan. A transaction fee is also incurred for materials not included in the scan.
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