Setting up Accounts Payable Automation

To set up Accounts Payable Automation, you must complete the following tasks:

Setting up the Remote Site Settings
Setting up Accounts Payable Automation
Assign the Scanned Payable Documents record page

Prerequisites

The Scanned Document Configuration Settings is a protected custom setting and must be configured by Certinia Support.

This setting controls access to Accounts Payable Automation and your environments.

Setting up the Account and Company related fields with accurate information is necessary to increase the Success Rates of the scan process. Otherwise, the related fields could not be scanned, causing errors in the process. For more information, see the Populating the Account Lookup Field and Populating the Company Lookup Field sections.

Setting up the Remote Site Settings

The DocHorizon remote site setting is configured by Customer Support for your sandbox or production environment. Ensure that the remote site setting required for the scanning process of invoices has been set up correctly during installation. To do this:

To receive invoices to a specified email address, you can configure the email services in one or both of the following ways:

Setting up a Shared Generic Email Address for All Companies
Setting up a Company-Specific Email for Each Company

You can also have a generic email address for some companies and a company-specific email for other companies.

Setting up a Shared Generic Email Address for All Companies

To set up an email service using a generic email address for all companies:

Navigate to Setup and then Email Services and click New Email Service.
Create the email service using the FDN Managed "ScannedPayableDocumentEmailService" global apex class for Accounts Payable Automation.
Ensure that the Accept Attachments field is set to Binary attachments only.
Click Save and New Email Address to create a generic email address for all companies, using the Email Address Name field. You can use your company or organization name for this field.

Setting Up Email Service Window

Vendor invoices for all companies are sent to this email address. The OCR scanner identifies the company and the Scanned Payable Documents are created for that company accordingly.

Salesforce generates a long and complex email address. You can create a vendor-facing email address to share with vendors or your Account Payable users and set up a forwarding rule to the Salesforce generated email address.

For more information on Defining an email address, see the Salesforce Help.

Setting up a Company-Specific Email for Each Company

To set up an email services using a specific email address for all companies:

Set up Email Services as mentioned in steps 1 to 3 above.
Navigate to your company record. In the Scanned Payable Document Email field on the record page of the company for which you want a specific email, enter the specific email Address.
Repeat steps 1 and 2 for each company.

Note:

You can choose to use a generic email for some companies in your organization along with company-specific emails for certain companies.
Companies which have a specific email defined in the Scanned Payable Document Email field will receive invoice attachments sent to that email.
Companies which don't have an email address in the Scanned Payable Document Email field, will receive invoices sent to the generic email specified in ScannedPayableDocumentEmailService. The generic email is always the first email listed in the Email Address Information for the Email Service.

For more information on Email services, see the Salesforce Help.