Use the electronic invoicing service to import vendor invoices

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This article provides information that will help you get started with importing vendor invoices by using the Electronic Invoicing service. It guides you through the configuration steps that you must complete in the Globalization studio workspace in Microsoft Dynamics 365 Finance and Dynamics 365 Supply Chain Management to receive electronic vendor invoices from vendors.

Set up vendor invoice import in the Electronic Invoicing service

To set up vendor invoice import in the Globalization studio workspace, follow these steps.

  1. Consult the list of generally available Electronic invoicing features.
  2. Select and import the Electronic invoicing feature. For more information, see Import features from the repository.
  3. Create an Electronic invoicing feature for your organization. For more information, see Create Globalization features.

Configure an email account channel

Configure an email account channel if the Electronic invoicing feature you created imports electronic vendor invoices from attached files that are received by email.

  1. In the Globalization studio workspace, select the Electronic invoicing feature that you created. Make sure that you select the version that has a status of Draft.

  2. On Setups tab, in the grid, select a feature setup, and then select Edit.

  3. On the Data channel tab in the Parameters field group, in the Data channel field, enter the name of the channel. The channel name should be no more than ten characters.

  4. In the Server address field, enter the email account provider. For example, the server address for https://outlook.live.com/ is imap-mail.outlook.com.

  5. In the Server port field, enter the port used by the email account provider. For example, the server port for https://outlook.live.com/ is 993.

  6. In the User name secret field, enter the name of the Key vault secret that contains the ID of the email user account. This secret must be created in Azure key vault and set up in your service environment.

  7. In the User password secret field, enter the name of the Key vault secret that contains the password of the email user account.

  8. Optional: Enter values in the From filter, Subject filter, and Date filter fields.

  9. Enter the names of the mailbox folders where mails will be:

    • Imported from: Main folder
    • Saved after successful processing: Archive folder
    • Saved after not successful processing: Error folder

    You aren't required to create these folders in the mailbox. The folders are created automatically after the first e-invoice import and processing.

  10. In the Attachments filter field group, add the file filtering information. Only attachments that satisfy the defined filter are processed. For example, you can set up "*.xml" for attachments with an xml extension. The name of the attachment is used in Dynamics 365 Finance or Dynamics 365 Supply Chain Management during setup.

  11. On the Applicability rules tab, review and update the criteria as necessary. The value of the Channel field must equal the Data channel value that you provided earlier. For more information, see Applicability rules.

  12. Select Save and close the page.

Configure a Microsoft SharePoint channel

Configure a Microsoft SharePoint channel if the Electronic invoicing feature imports electronic vendor invoices from files placed in SharePoint folders.

  1. In the Globalization studio workspace, select the Electronic invoicing feature that you created. Make sure that you select the version that has a status Draft.
  2. On Setups tab, in the grid, select a Feature setup and then select Edit.
  3. On the Data channel tab, in the Parameters field group, select SharePoint address and enter the SharePoint URL.
  4. Select Server port and enter the port used by the email account provider.
  5. Select Application Id and enter the name of the Key vault secret that contains the ID of the SharePoint client.
  6. Select Application secret and enter the name of the Key vault secret that contains the password of the SharePoint client.
  7. Select File filter. Review and update the mask to filter the files that contain the electronic vendor invoice to import.
  8. On the Applicability rules tab, review and update the criteria as necessary. For more information, see Applicability rules.
  9. Select Save and close the page.

Deploy an Electronic invoicing feature

To deploy the Electronic invoicing feature, see Complete and deploy a Globalization feature.

Set up vendor invoice import in Finance or Supply Chain Management

Complete the steps in the following section to set up a PEPPOL-type vendor invoice import as an example.

Import PEPPOL electronic vendor invoices

  1. Go to the Electronic reporting workspace and select Reporting configurations.
  2. Select Customer invoice context model, and then select Create configuration > Derive from Name: Customer invoice context model, Microsoft to create a derived configuration.
  3. On the Draft version, select Designer and in the Data model tree, select Map model to datasource.
  4. In the Definitions tree, select DataChannel and then select Designer.
  5. In the Data sources tree, expand the $Context_Channel container.
  6. In the Value field, select Edit > Edit formula, and enter the name of the channel as it's given in the configuration of the data channel for the Electronic invoicing feature in Globalization studio.
  7. Select Save and close the page.
  8. Close the page.
  9. Select the derived configuration you just created from the Customer invoice context model, and on the Versions FastTab, select Change Status > Completed.
  10. Go to Organization administration > Setup > Electronic document parameters and on the Features tab, make sure that PEPPOL Global electronic invoices is selected.
  11. On the External channels tab, in the Channels field group, select Add.
  12. In the Channel field, enter the data channel name and in the Description field, enter a description.
  13. In the Company field, select the legal entity.
  14. In the Document context field, select the new derived configuration from Customer invoice context model. The mapping description should be Data channel context.
  15. In the Import sources field group, select Add.
  16. In the Name field enter Attachments filter name and in the Data entity name field, select Vendor invoice header.
  17. In the Model mapping field, select Vendor invoice imprt - Import vendor invoice.
  18. Select Save and then close the page.

Receive electronic invoices

The Electronic Invoicing service performs two steps during invoice import from the data channels:

  1. Accesses the mailbox and reading e-mail.
  2. Processes the emails.

To perform these two steps, the client should call the service manually for each step. However, we recommend that you set up a batch for receiving electronic documents.

To receive electronic invoices, follow these steps:

  1. Go to Organization administration > Periodic > Electronic documents > Receive electronic documents.
  2. Select OK and then close the page.

View receive logs for electronic invoices

To view the receive logs for electronic invoices, go to Organization administration > Periodic > Electronic documents > Electronic document receipt log. If you don't see successfully processed invoices, remove the table filter.