Overview

Assuming that one of your admins or a Zahara technician has setup your account correctly, you should be able to use the Zahara inbox to process your supplier invoices. It’s very easy. Invoices need to be emailed into Zahara using the dedicated email address generated for each Business Unit. Example – rapidsystems@zaharamail.com will automatically feed invoices to the Rapid Systems business unit under our test environment. 

1

Direct or Forwarded Emails

Without doubt, it is better to get suppliers to email their invoices directly to the dedicated email address. We are much more likely to be able to match the supplier from the email address. If you forward most of your invoices into Zahara, you need to make sure the body of the email is still exposed so we can see the suppliers email address in the email. If the email is encrypted for any reason we won’t be able to read that email address and will therefore have to rely on the suppliers name read by the OCR service matching what you have in your supplier records. 

2

Processing The invoice

You can process the invoice in two ways. You either page through the invoice or you can use the one click create. We only recommend the one-click / batch create for suppliers where you either know the order and the invoice match or when you know you can trust the suppliers recognition. Watch the video below to see how that works. 
 
 
3

Work in progress

The key thing with the Inbox is it’s there to assist you processing these invoices, speeding up the task. We don’t claim to offer 100% hands-free processing yet. So you may find the recognition isn’t perfect for every single supplier. We can look at key suppliers and make adjustments – just ask us for help. There could be a reason why the supplier doesn’t match.  Just select the correct one and save any correct email addresses against the supplier record when prompted and see if that improves things for the next invoice. 

4

Coming Next

We are planning an advanced recognition option in addition to the standard invoice recognition. This will likely be the identification of postcodes (zip codes) and vehicle registration numbers. This means we can find these values, check them against a list and then set coding accordingly. As an example, we could find a postcode for a shop on an invoice, compare this against all of the Division postcodes in the Business Unit and then set the Division and therefore approval workflow automatically. We could find a vehicle registration number and set a nominal code. We could identify the Business Unit from the postcode as well.