In Version 7.6. and higher Vendor Invoices can be emailed directly to Databasics DATABASICS from a Vendor via Databasics receipt imaging service. The invoices can be attached to the existing Vendor Payment forms or stored in the receipt repository.
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Set up an external vendor record under Organization → Vendor tablesetup
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Set up a corresponding user record under Organization → Employee. Make sure to associate the Vendor record with the employee record
Indicate an email address where the invoices will be sent from by the external vendor
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, for example if it is from invoice@abc.com then set the email address for that user as invoice@abc.com.
You will be provided with a
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DATABASICS email address for your
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vendors to send the invoices to. Please contact
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DATABASICS support to
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confirm the email address
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.
Once the invoices are emailed from the email address tied to the external vendor in the Databasics DATABASICS Employee record to the Databasics DATABASICS email alias, the invoices will show up in the receipt repository for all users who has access to the Vendor Payment module.
Any user having access to a Vendor Payment Form (report type) will have access to all vendor invoices stored in the receipt repository along their own receipts and will be able to apply them to the corresponding appropriate Vendor Payment forms.
The users will not be able to deleted delete the vendor invoices unless they have access to the vendor record as a proxy and they proxy in as the vendor record to delete the receipts from the repository.
In a similar manner travel agencies can be set up to be able to email the itinerary to the users. Once a travel agency is set up similar to an external vendor with a corresponding email address, they can email an itinerary to a user email address that is tied to a user in Databasics employee record and cc Databasics email address. This way the itinerary will be emailed to the owner and will also be attached to the receipt imaging repository for the specified user in Databasics.
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