Adding an invoice via the Mailbox menu
To add an invoice into Spend Cloud, you can utilize either the Mailbox or the Add feature. In the Mailbox of Invoice Processing, you will find all the invoices received through the designated email address. Attachments in PDF, XML or UBL formats can be processed, and this also applies to PDF files added as ZIP files.
Application administrators can manage Mailbox settings through Application Management / Invoice Processing / Mailbox.
The incoming emails need to be checked for spam and assigned to an administration. Afterward, the emails can be processed, and the invoices will be forwarded to the Coding section. If messages are flagged as spam by the system, they will be automatically placed in the spam folder. Normally, the spam folder remains invisible unless there are messages in it. The button to access the spam folder will then be displayed at the top of the page with a red icon:
Checking emails
By clicking on the email in the overview or on the pencil icon at the end of the row, you can review and potentially edit an invoice.
On this page, you can verify whether the email indeed contains an invoice. If it does, you can specify the financial year and, if applicable, the administration to which the invoice belongs. If a supplier does not provide invoices correctly, you can inform them about the proper invoicing method by clicking the 'Inform Creditor' button.
Under 'Attachments,' you can indicate how the attachment(s) should be processed. By dragging attachments, you can adjust their order. For example, you can place subsequent pages under the first page of the contract.
- New Invoice: If it's the first or only page of an invoice.
- Continuation: If it's a continuation page of the above-mentioned invoice.
- Attachment: This is additional content related to the invoice, such as an image.
- Ignore: If the file doesn't need to be processed.
After clicking 'Save,' the email will be prepared for processing. Choosing 'Save and Process' will forward it directly to Coding.
Using the 'Ask for Opinion' button at the top, you can raise a question about the invoice to an employee or an external contact before the email is processed.
Processing emails
Invoices that have been reviewed will be labeled as 'To be sent.' You can recognize them by the paper airplane icon. By processing an invoice, it will be forwarded to the Coding section for further handling.
Processing emails faster
In the application management of the Invoice Processing Mailbox, you can add senders to a list, which automatically sends invoices from these senders directly to the Coding section. You can also do this directly from the Mailbox itself. To do so, click the plus icon next to the sender's email address. This will add the email address to the list for automatically processing invoices and forwarding them directly to the Coding section.
Processing invoices faster
Please note that if your environment uses multiple administrations and/or assigns cost centers via the Mailbox, you need to supplement the 'fast processing rule' in the application management. Here, you can specify which administration/cost center the invoice from the respective sender should be assigned to.
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