In Version 7.6. and higher Vendor Invoices can be emailed directly to 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.
In order for an external vendor to be able to send invoices to Databasics, a vendor email has to be tied to the vendor record in Databasics as follows:
Set up an external vendor record under Organization → Vendor table
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
You will be provided with a Databasics email address for your external vendors to send the invoices to. Please contact Databasics support to find out the email address to send the invoices to.
Once the invoices are emailed from the email address tied to the external vendor in the Databasics Employee record to the Databasics email alias, the invoices will show up in the receipt repository.
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 Vendor Payment forms.
The users will not be able to deleted the vendor invoices unless they have access to the vendor as a proxy and they proxy in 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.
