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Implementation > Importing Creditor Invoices

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This article will guide you through the setup of getting creditor/vendor invoices (also known as vouchers in WorkBook) imported directly from an email account to WorkBook. Automatically creating a creditor invoice line with the invoice file attached to the email as an entry in the workbook creditor module. More on how this looks later.

ON THIS PAGE YOU WILL FIND:


ACTIONS OUTSIDE OF WORKBOOK

Your team must figure out if it is allowed from a company protocol perspective to have the IMAP protocol enabled. WorkBook only supports retrieving emails through that specific protocol. Contact your IT department or put them together with your tangram team to make sure the right questions are asked.

If your team is okay with having IMAP open we provided some examples from Office 365 and Google mail.

IMAP Configurations

This is basic IMAP information on some of the most common IMAP providers:

Office 365

IMAP Server Address

ssl://outlook.office365.com

IMAP User Login

username@domain.com

IMAP User Password

******

Settings for POP and IMAP access for Office 365 for Business or Microsoft Exchange accounts

Google Mail

IMAP Server Address

ssl://imap.gmail.com

IMAP User Login

username@gmail.com or username@domain.com

IMAP User Password

******

Get started with IMAP
Enable IMAP


GMAIL SETUP EXAMPLE

We have created an example using a personal Gmail account. These actions are available for corporate accounts as well, as long as the user is performing these actions as an administrator.

We followed this guide Link to IMAP setup

  • Navigate to your Gmail inbox

  • Select settings > see all settings

  • Select forwarding and POP/IMAP tab

  • Enable IMAP under IMAP access

Make sure you do not limit the number of messages in an IMAP folder (default)

Create an App Password

  • Once IMAP is enabled, created an app password

The reason for this is to keep the security as high as possible. If your account is using 2-factor authentication, you’ll be required to do so

  • Select app passwords and generate a new password

  • Once the password is generated, copy it (and make sure you don’t lose it for now!)


ACTIONS INSIDE WORKBOOK

Once you have your account created and ready with either an app password or the email password you’re ready to head into WorkBook to enter the details.

Make sure you’re an administrator user within WorkBook to perform the following actions:

  • Navigate into settings > advanced settings > agent setup

  • Either:

    • Search for IMAP in the top search menu or…

    • Click the create a new agent icon

  • Once created select the voucher hot IMAP agent

  • Under the scheduling tab > create or alter the line to make to run every 5 minutes

  • Navigate to the parameter > and insert your information - see the example table below.

Agent Parameters

Name

Value

108

WorkBook web address

Leave empty

109

user login for storage service

Leave empty

110

Password for storage service

Leave empty

111

IMAP server address

ssl:// imap Address

112

IMAP user login

Email or domain name

113

IMAP password

App password or password

114

IMAP Source folder (the folder that will be read from)

Inbox

115

IMAP Destination folder (the folder mails will be moved to, after read)

Inbox/Imported

116

Company

Select the company you want to import creditor invoices to

117

Send reply after import

Checkmark [ ]
Tangram recommends not using this.

118

Description

Sender email and subject

That’s it!

Go to finance & administration module > creditors > creditor invoices to review the invoices.


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