1. Order Management
  2. Billing and Invoices
  3. Electronic Invoicing
  4. Electronic Invoicing Administrator Guide
  5. Electronic Invoicing Inbound Email Capture

Electronic Invoicing Inbound Email Capture

Inbound electronic invoicing supports the capturing of vendor invoices, credit memos and customer sales orders in XML format sent through email. This means the vendors can send you invoices, credit memos, and the customers can send you sales orders in XML through email, which you can directly view as inbound e-document records.

When the system receives email with an XML invoice attached, it first determines the entity (customer or vendor) based on either the entity’s email domain or sender email address. If the entity is determined, the system automatically captures the email with the XML invoice and then stores the XML content as an inbound e-document record. Inbound e-document records from email capture are automatically added to the Inbound E-Documents List with the e-document status indicated.

If the entity is not determined from the email e-document, or other errors are encountered, the system sends a notification to the Recipient of E-Document Notifications, informing that user of the problems encountered with the received email e-document. If the Recipient of E-Document Notifications is not set up, the notifications are sent to all active administrators.

Setting Up Inbound Email Capture

Set up the Inbound Email Capture feature in your account by performing the following tasks:

Enabling Inbound Email Capture Plug-in

The Electronic Invoicing SuiteApp comes with an inbound email capture plug-in that you must first enable.

To enable the inbound email capture plug-in:

  1. Go to Customizations > Plug-ins > Manage Plug-ins.

  2. On the Manage Plug-in Implementations page, check the Inbound Email Capture PI box.

  3. Click Save.

Take note of the email address indicated, with the domain emails.netsuite.com. This is the email address where your vendors should send their XML invoices to. This email address is different for every account. It is that you set up an alias for this email address in your email facility, so that your vendors can easily record or remember the email address. For more information about setting up an email alias, see Create an Email Alias and Set Up Forwarding

To view details of events or errors associated with the inbound email capture plug-in, go to Customization > Plug-ins > Plug-in Implementations. Click the View link of the Inbound Email Capture PI and then on the Plug-In Implementation page, click the Execution Log subtab. For more information about the email capture plug-in, see Email Capture Plug-in Overview and Administering an Email Capture Plug-in Implementation

Aside from the plug-in execution log, the system also sends inbound e-document email capture notification messages to your designated recipient, informing that user of the details of any event or error associated with the inbound email capture plug-in.

Setting Up Vendor E-Document Email Sender

After enabling the e-document email capture plug-in, you must identify or assign the Vendor E-Document Sender in vendor records.

To set up the vendor e-document email sender

  1. Edit a vendor record and click the E-Document subtab.

  2. You can enter the email domain associated with the vendor in the Sender Email Domain field. If you enter an email domain in this field, the system will use the email domain to determine the vendor of the captured email e-documents.

    Note:

    The vendor email domain you enter must be unique for each vendor. No vendors must have the same email domain.

  3. Enter the email address of the vendor’s designated user in the Vendor E-Document Email Sender sublist. Add as many vendor sender email addresses as necessary. The system will use the email addresses you entered to determine the vendor of captured email e-documents.

    Note:

    Only designated vendor e-document email senders can create inbound e-documents.

  4. If you want the system to use the email addresses you entered in Vendor E-Document Email Sender instead of the domain, for determining the vendor of captured e-document email, you can check the Use Sender Email List box. If you check the box, you must enter email addresses in the Vendor E-Document Email Sender field, which becomes required and replaces the domain as the basis for determining the vendor.

  5. Click Save.

If you do not enter an email domain or check the Use Email Sender List box, the system will not be able to determine the vendor of the email e-document and an inbound e-document will not be created. In this case, the system will send a notification to the recipient you designated, informing that user that e-document email was received but no vendor was associated with the e-document.

To apply these settings to your existing vendor records, you can use CSV Import.

Setting Up Customer E-Document Email Sender

To set up the customer e-document email sender

  1. Go to Lists > Relationships > Customers.

  2. Click Edit on a customer record.

  3. Click the E-Document subtab.

  4. In the Sender Email Domain field, enter the email domain associated with the customer.

    If you enter an email domain in this field, the SuiteApp will use the email domain to determine the customer of the captured email e-documents.

    Note:

    The customer email domain you enter must be unique for each customer. No customers must have the same email domain.

  5. In the Customer E-Document Email Sender sublist, enter the email address of the customer’s designated user.

    You can add as many senders’ email addresses as possible. The SuiteApp will use these email addresses to determine the customer of captured email e-documents.

    Note:

    Only designated customer e-document email senders can create inbound e-documents.

  6. (Optional) To use the email address in Customer E-Document Email Sender instead of the domain for determining the customer of the captured e-document email:

    1. Check the Use Sender Email List box.

    2. Enter email addresses in the Customer E-Document Email Sender field.

      This step replaces the domain as the basis for determining the customer.

  7. Click Save.

If you do not enter an email domain or check the Use Email Sender List box:

  1. The SuiteApp will not be able to determine the customer of the email e-document.

  2. An inbound e-document will not be created. NetSuite will send a notification to the recipient, informing that the e-document email was received but no customer was associated with the e-document.

Updating Vendor or Customer Records

To apply or update vendor or customer e-document email sender or recipient:

  1. Go to Setup > Import/Export > Import Tasks > Import CSV Records.

  2. In the Import Type field, select Custom Records.

  3. In the Record Type field, select Vendor E-Document Email Sender or Recipient, or Customer E-Document Email Sender or Recipient.

  4. Click Select, and choose the CSV file to upload.

  5. Click Next.

  6. On Import Options, select the appropriate Data Handling option. Click Next.

  7. On Field Mapping, if you are updating the vendor or customer e-document email sender, make sure that email and vendor are mapped to appropriate values. If you are updating the vendor or customer e-document email recipient, make sure that the contact and the vendor or customer are mapped to appropriate values. Click Next.

  8. In the Import Map Name, enter a unique name. Click Save & Run.

After enabling the E-Document Email Capture plug-in, you must identify or assign the customer e-document sender in the customer records.

Setting Up An Email Subject

Users can create inbound e-documents using an email capture plug-in for transaction types like bill, bill credit and sales order. If an email subject in the email contains the word BillCredit (case-sensitive), an inbound e-document will be created with transaction type selected as bill credit.

Similarly, if an email subject in the email contains the word SalesOrder (case-sensitive), an inbound e-document will be created with transaction type selected as sales order. If not, an inbound e-document of type bill will be created.

For more information about performing CSV Import, see CSV Imports Overview and Importing CSV Files with the Import Assistant.

Related Topics

General Notices