Implementation > Email Integration Creditor Invoices

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.

ACTIONS OUTSIDE OF WORKBOOK

Are you 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 consultant to make sure the right questions are asked.

If you can 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

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

Google Mail

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

Open

Create an App Password

• Once IMAP is enabled, created an app password

• Official Google link to app passwords

• Navigate to https://myaccount.google.com/

• Select security in the left menu

• Scroll down under signing in to Google

Open

• 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 > select the voucher hot IMAP agent or…

  • Click the create a new agent icon > select the voucher hot IMAP agent > click ok

• 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.

That’s it!

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

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