Assuming that one of your admins or a Zahara technician has setup your account correctly, you should be able to use the Zahara inbox to process your supplier invoices. It's very easy. Invoices need to be emailed into Zahara using the dedicated email address generated for each Business Unit. Example - rapidsystems@zaharamail.com will automatically feed invoices to the Rapid Systems business unit under our test environment.
Direct or Forwarded Emails
Without doubt, it is better to get suppliers to email their invoices directly to the dedicated email address. We are much more likely to be able to match the supplier from the email address. If you forward most of your invoices into Zahara, you need to make sure the body of the email is still exposed so we can see the suppliers email address in the email. If the email is encrypted for any reason we won't be able to read that email address and will therefore have to rely on the suppliers name read by the OCR service matching what you have in your supplier records.
Processing the Invoice
You can process the invoice in two ways. You either page through the invoice or you can use the one click create. We only recommend the one-click / batch create for suppliers where you either know the order and the invoice match or when you know you can trust the suppliers recognition. Watch the video below to see how that works.
Don't expect perfection... yet
The key thing with the Inbox is it's there to assist you processing these invoices, speeding up the task. We don't claim to offer hands-free processing yet. So you may find the recognition isn't perfect for every supplier. We can look at key suppliers and make adjustments - just ask us for help. There could be a reason why the supplier doesn't match. Adapt and overcome. Just select the correct one and save any correct email addresses against the supplier record when prompted and see if that improves things for the next invoice.
Invoices Inbox Permissions To have access to the Invoice Inbox, you need to have full permissions for invoices - create, edit, delete and view. You must also have the "Finance" or "Admin" role in every division of one or more Business Units or to ...
Scanning invoices SmartInvoice allows you to control a desktop USB scanner using Twain. Using the Scanner selector under Tools and then the Scanner settings you can easily capture paper invoices (who still sends invoices through the mail!) When you ...
Invoices List The 'Invoices List' in Zahara 3 is where you'll find all the invoices associated to the business unit you're logged in to. To access the list select 'Documents' in the main menu, from there choose 'Invoices (beta)'. This will take you ...
We don't recommend you use Flow for the invoice Inbox as the Zahara generated email is far superior, and easier for us to support. If you do wish to use Flow to put an invoice into the Inbox, this is what it should look like. We cannot support you if ...
You can record an invoice in several different ways: Method Used for / Benefit From the + menu, click New Invoice Perfect for recording a standalone invoice. You can also link it it an order and import the line items from here. Documents > ...