Setting up your email address to use for incoming supplier invoices.
What email address to use for incoming invoices
Setting up the Email for Incoming Invoice Emails
How Processing of Emails works
Deleted Subfolder for Processed emails
Unknown Subfolder for Invoices that failed to be Processed
Introduction
When invoices come in to your business to be imported to your Lentune system, Lentune needs to know what email address to retrieve the invoices from.
What email address to use for incoming invoices
When your Lentune system is first set up, our onboarding team will discuss with you setting up the email address to use for incoming supplier invoices.
The email address may be a specific inbox, or a folder.
You must specify the email address for incoming emails that contain the PDF invoices from your suppliers.
We recommend that you use a dedicated email address such as accountspayable@yourdomain.com.
This makes it easier than using a staff member's email address and helps to avoid emails getting lost or being sent to the spam folder. Also, it would not need to be altered if you need to change the email address for the staff member who oversees that task.
Additionally, you can set up a specific email folder for the invoice emails.
When an email comes in to that email address, Lentune recognises it and grabs the PDF attachment. It then moves the email to the Processed by Lentune (or Deleted) folder.
Setting up the Email for Incoming Invoice Emails 
Your onboarding team would set up the email address for you initially. However, if you need to change it, you can do so.
Watch the video as Andrew takes you through the process.
How Processing of Emails works
Lentune is set up to retrieve invoices from emails in your Accounts Payable inbox. To import invoices into Lentune, we set up a scheduled task to scan your specified inbox for emails containing PDF attachments. If emails with PDF attachments are found, the PDF files will be imported into Lentune and moved to your Check screen. The invoices will then be available in the Unchecked Invoice list.
Deleted Subfolder for Processed emails
Invoices that are successfully imported will be moved from your Accounts Payable inbox to a subfolder. The default name for this subfolder is Processed by Lentune (previously called Deleted. However, you can rename this folder if you wish. See Customise your Email Folder Names below for where to do this.
If you should need to retrieve a clean copy of an invoice without the approval stamp, we recommend using this folder to find the original invoice.
Unknown Subfolder for Invoices that failed to be Processed
Any email where a PDF was not successfully imported will be moved from your Accounts Payable inbox to a subfolder. The default name for this subfolder is Failed in Lentune (previously called Unknown). You can rename this folder if you wish. See Customise your Email Folder Names below for where to do this.
We recommend checking the Failed in Lentune (or Unknown) folder regularly to view anything that may not have been imported into Lentune.
Scheduled Task
To automate the importing of invoices we set up a scheduled Fetch task to scan your Accounts Payable inbox. This task can run as frequently as required. We recommend an hourly time interval.
Fetch Emails
In addition to the automated Fetch process, you can also manually fetch emails from your inbox at any time. This allows you to import any invoices that you need to process urgently, rather than waiting for the next time the scheduled task runs.
Fetch emails video
Prefer to watch the video? Andrew takes you through the process.
Troubleshooting if an invoice is not imported
The main reason an invoice will not be imported is that the original email does not contain the invoice as a PDF attachment. Lentune cannot import word documents or zip files into the software. If emails containing these types of attachments are in the inbox, they will be moved to the Failed in Lentune (or Unknown) folder.
We recommend requesting that your suppliers:
- send invoices as PDF attachments,
- send one invoice per PDF attachment and
- associate one Purchase Order per Invoice
We can send you an email that you can forward to your suppliers requesting that they send you invoices in the required format for Lentune.
Click here to take a look at our suggested email for your suppliers.
Re-establishing your email link
To read about establishing the Email link to fetch invoice emails, click Re-establish Email Fetch Link for incoming Invoices.Customise your Email Folder Names
Your email folders for processed and failed emails will be named by default as:
- Processed by Lentune (previously called Deleted), and;
- Failed in Lentune (previously called Unknown).
You can rename these folders in the Email Source screen if you wish.
- Start at Administration > Settings > Email Source tab.
- Invoice Automation must be selected as your email source in the Details section.
In the Connections section:
- Processed folder name: Overwrite this with the folder name you want and click Change. This folder will be created the next time emails are fetched, and processed emails will be moved here.
- Failed folder name: Overwrite this with the folder name you want and click Change. This folder will be created the next time emails are fetched and anything fails, and emails that fail to be processed will be moved here.
TIP: If you see an error such as this when you click the Change button:
- Could not connect to Microsoft Graph Service Authorization has not been granted to access the account of [MSR]. Please set up authorization for this account.
Need more help? We’re here! We hope our article was helpful! If you need more info or want to connect, drop us an email at support@lentune.com.
Thank you. We love to hear from you!
Last updated: 4 July 2024