Receive and import files

Now you have DC installed and activated, with the different user setups ready to go. So you can start to work with your incoming files.

How do you import purchase invoices that you receive as PDF or XML files via email or as downloads?

What about purchase invoices that you receive through an eInvoicing network, such as Peppol?

Scenario

Ester at Cronus is just starting to work with Document Capture. She needs to figure out how to import purchase invoices that she receives from vendors.

Ester needs to:

• Find the email addresses Document Capture uses for receiving files.
• Check Cronus’ connections to the Continia Delivery Network for using the eInvoicing network Peppol.
• Import files received via email and through the Continia Delivery Network.

Receive files via email

If your vendors send documents to you as emails with PDF or XML file attachments, you can simply ask them to send to an email address for the relevant document category.

You can see the relevant document category email address in two locations:

• From the Submit Document action available in the Role Center of the Business Manager role.
• Navigate to the Document Categories page.

We recommend that you create your own company domain email addresses for each document category, which are set up to then forward all incoming emails to the document category email address. This can help you to meet your own company's branding and communication guidelines.

If your process involves downloading files from vendors onto your own computer, you can simply send the files yourself to the document category email addresses for Document Capture to receive these files in the same way.

PDF files are first processed by the Continia Cloud OCR service to recognize texts, characters, and numbers, before they are ready to import.

Receive files through an eInvoicing network

The Continia Delivery Network handles XML files sent through eInvoicing networks. This can include invoices, credit memos, orders and responses for both sales and purchase. During setup, you configure which document categories you need to receive and/or send.

Configuration of the Continia Delivery Network is covered in the learning module, Working with eDocuments networks.

If a vendor sends a file through an eInvoicing network from one of the configured document categories, then the file will appear in Business Central as ready to import.

Import files

The process of importing a file involves taking the text, characters, and numbers recognized in the file to suggest values for a new Business Central document.

To import received files, use the Import Files action on the Role Center. You'll get a notification to let you know how many files were imported.