When suppliers send emails, with attached PDF documents, to the Digital Inbox at the address: [CVR no.]@sapera.dk, they will get the state ”Awaiting automatic processing”, therefore they will be scanned when the next run is performed. This happens approximately every half hour.
You can find your received invoices inside “Financial” → “Purchase” → “Digital inbox”
After reading, they will be ready with a created purchase invoice in journal state, and the invoice will be marked as “Completed” in the Digital Inbox.
You can find purchase invoices marked as “Completed” under “Financial” → ”Purchase” → ”Purchase invoices” in journal state.
If the invoice contains products that are unknown to Sapera, the product “Unknown” will be used.
An item line with the product “Unknown” should be corrected by creating the new product and then replacing the item line on the purchase invoice.
NOTE: it is therefore important that the product “Unknown” is not deleted or renamed in Sapera's inventory.
If the EAN number (barcode) appears on the supplier invoice and the product number may be different in Sapera, it can still be found based on the EAN code.
In connection with the automatic scanning, there may be cases where an invoice cannot be read. Sapera has some control functions such as whether all lines are included, whether the amounts match, etc., to avoid errors.
If the reading has to “give up” entirely, the email will get the state “Awaiting manual processing”.
As long as the email is marked “Awaiting automatic processing”, work is being done on the case. This means that sometimes a few hours may pass before it either succeeds or not.
If you cannot wait for this potentially longer processing time, you can simply press the button “Set to manual processing” and then create the purchase invoice.
The automatic reading “trains” itself. That is, there will be stability in the reading after 5-10 invoices from the same supplier.
Once you have made sure that everything is as it should be on a purchase invoice under “Purchase invoices” in Sapera, you can post it by marking it and clicking “Process” → “Post”
Want to know more?
Read more in these related articles:
Invoice (printout)
The invoice printout is the actual invoice document for a single invoice in Sapera, with header, item lines, VAT, payments and footer text.
Purchase invoices
Complete guide to Purchase invoices in Financial: list view, creation, the document editor with all header fields, line grid, toolbar actions, the Lines/Attachments/Supplier history tabs and the state flow from journal to paid.
