PayTraq Blog

Purchase Inbox - A Place For All Your Incoming Bills, Invoices And Receipts

Tags: PayTraq features, e-invoicing, purchasing

We’re excited to tell you about our new functionality designed to help you speed up incoming documents entering and processing, as well as simplify the process of compiling expense reports.

Purchase Inbox is a simple, fast and easy-to-use tool for entering your incoming documents in your accounting software. It is a place where all your incoming bills, invoices and receipts related to your business expenses automatically go to.

The files go to your Purchase Inbox through channels. Two channels are currently available, and you can start using them right now.

These are PayTraq Inbox – a dedicated email address for receiving incoming documents, and Dropbox channel (Dropbox is a popular cloud-based file storage).

We'll return to both channels detailed description below. Now let’s get back to the main Inbox idea.

Purchase Inbox works just like your personal email account, it will keep all incoming messages, received through any channel.

A message in Purchase Inbox is a file (bill, invoice or receipt), as well as some of this document's details. Initial information in details may vary depending on channel, but all the missing data can be filled in just few clicks.

Purchase Inbox also contains a list of auto-complete rules that you can create by yourself. Using auto-complete rules make messages processing much easier.

Step 1
Open a message. Now you can see file preview on the left and fields which may be filled out on the right.

Step 2
Apply relevant rule based on file content. After the selected rule to be applied available fields will be completed with the relevant information.
After that, you will get document registered in accounting system, accounting journal with attached source file.

That’s it! Just click Post button to post new journal to the general ledger and move to the next message.

On top of that, the required rule can be applied right after a message appears in your Inbox.

Inbox is empty – all incoming documents have been processed, there are messages in your Inbox – a list of documents to be processed. You no longer need to collect primary data from various locations and keep in mind what has or hasn’t been entered yet.

So how does it work?

PayTraq Inbox channel

Activating this channel, you get a dedicated email address that will look like this -

Any email with an attached file sent to this email address will be automatically appeared in your Inbox. You can redirect emails with bills and invoices received from your suppliers to this email address, as well ask your suppliers to sent their documents directly to this email. Or for example, take pictures of receipts related to your business expenses with your mobile phone and send the pictures to this email. It’s simple! Add the address to your contact list and use it for sending any of your expenses-related documents.

That’s not all. As we’ve already said, certain auto-complete rules can be automatically applied to the messages sent through this channel. This will significantly simplify and speed up further processing of the data contained in the documents. To apply a rule, add #rule_name in the email body. Besides, there are a number of additional tags that can also fill in missing data or rewrite information in the fields that have already been set in the rule. Thus, for example, the @amt tag can be used for entering a total amount of a document, @nr for entering a document number, @date for entering a date. The tags can be used all together or separately, together with or without a rule, in one line or each in its line. It depends on what you need at the moment.

For instance, you receive bills from Telefonica on a regular basis.

You can create an auto-complete rule for this bill, naming it, let’s say, "tel". You can add any fields you need to this rule, such as supplier, expense description, sum (if it’s fixed), account of expenses, and a tax key.

Getting another bill, all you need to do is to redirect it to your PayTraq Inbox address, adding #tel to its body.

If you want to fill in the number upon resend, add this: #tel @nr 46756282-2

To fill out the number, date and amount fields, add #tel @nr 46756282-2 @date 01.03.2015 @amt 50.99

If all of the fields are filled out, processing this message you will need to click just one button to get your bill entered into your accounting app.

You can tie your auto-complete rule to a specific sender. That way the rule will be applied to all the messages sent from that sender’s email address. This can be useful if the messages are sent to PayTraq directly by the supplier or its representative.

Rules application priority sequence is as follows: rule in message body – rule assigned to sender email address – default rule.
Anyway, all the rules applied to an incoming messages can always be reset in your Inbox.

Dropbox channel

If you already use Dropbox in your work, it will be easy to use it in combination with PayTraq. For instance, using Dropbox you will be able to send documents to your accountant, save primary documentation archive or photos of bills from business trips.

If you’re already using Dropbox in your work, we’re sure you’ll like the way it works together with PayTraq. Using Dropbox channel you can redirect the documents to your accountant in no time.

Activating this channel, the following folder will be created in your Dropbox: /App/Paytraq Inbox
All files moved to this folder will appear in your Inbox.

Two operating mode are available for this channel.

1) Data import

Import of files to PayTraq and deleting them from Dropbox after that. This mode is selected by default when the channel is activated. This mode is semiautomatic. Every time you want to import files from Dropbox, you will need to click the "Data Import" button that will launch the process of uploading the new files in the form of new messages in your Inbox. After receiving of each message, the file it contains will be deleted from the channel folder in Dropbox.

This mode can be used if the PayTraq folder of the Dropbox app is used as a clipboard, meaning it is used only for sending files to PayTraq Inbox by temporary moving it to this folder.

2) Auto Sync

This mode ensures continuous automatic synchronization between the PayTraq folder in Dropbox and Inbox. Each new file added to Dropbox will be instantly displayed in your Inbox, and the file won’t be deleted from Dropbox.

This option can be used when the PayTraq folder in the Dropbox app is used as an independent location for permanent file storage. The Auto Sync mode can be activated in the channel settings.

Regardless of the channel, messages with the following files formats are supported by Purchase Inbox: *JPG, PNG, PDF, DOC, DOCX, EDOC, XLS, XLSX, ODT, ODS, ZIP*