The 'AP Processing Email' tab resides on the System Preferences screen. Click here for more information on System Preferences.
The 'AP Processing Email' tab of System Preferences lists an R365-generated email address that is unique to your organization and allows for Vendors to send invoices directly into your Restaurant365 instance without the need for a third party account. This email address is automatically set up for you and available for immediate use once Whitelisted Vendor Email Addresses are entered.
When emails with attachments are sent to this email address, Restaurant365 will recognize the attachment(s) and determine what actions can be taken. Attachments that cannot be automatically imported as AP Transactions (EDI) will be routed to the Documents to Process list.
Important Note: Ensure that your Vendors are aware that incorrectly entering your R365-generated email address or sending an incorrect file format will cause the files to be rejected. Emails will also be rejected if the Vendor's email address is not whitelisted on the 'AP Processing Email' tab in System Preferences.
Accepted File Formats
File Formats treated as data files and processed as AP Invoice records in R365 through your FTP folder:
File Formats that will go to the Documents to Process screen in R365:
R365 Email Address
Any Vendors that will send documents via your organization's Documents to Process Email will need their email addresses added on this tab as a Whitelisted Email Address. This will enable those Vendors access to submitting invoices via email while also preventing erroneous documents from being received from undesired recipients. Therefore, it is important that all necessary Vendors have their email address whitelisted for documents to be processed in your R365 instance.
- Note: All files attached to the email, including images in the signature line, will be imported into your Documents to Process screen
The listed email address above the 'Email Address' bar is the email unique to your organization. The first part of your email address is your R365 domain/URL followed by '@documents.restaurant365.com'. In the example above, the restaurant's domain/URL is R365domain, so their email address is R365domain@documents.restaurant365.com.
Whitelisted Email Addresses can be entered in the 'From email address' field and added by clicking the '+ Add Email' button. Please ensure to save the Preferences page for the addition, or removal, of email addresses to take effect.
Files can be Directly Linked to a Location
The added advantage of the R365-generated email address is the ability for incoming files to be directly linked with their corresponding Locations. Vendors can easily link files to their corresponding restaurant Locations in one of two ways:
- Adding Location Numbers to File Names- When a Vendor adds the Location Number in brackets in the attached file name, R365 will automatically link that file to the given Location
- For example, if a Location has a Location Number of LOC001, an attached file named '[LOC001]Vendor_202003.pdf' will automatically be associated with the LOC001 Location
- Including Location Numbers in the Email Subject - When a Vendor includes the Location Number in the Email Subject Line, all files will be added to that single Location unless a file includes the Location Number in the file name. The Location Number will need brackets around the Location Number
- For example, if the Subject Line is noted as 'Invoices [LOC001]', then all files will be associated with the Location Number LOC001
- Both - When a Vendor adds the Location Number in the Email Subject and includes some documents with a Location Number in the file name, then those documents will be connected with the Location listed on their file name while the documents without that naming convention will be linked to the Location Number listed in the Email Subject Line
- For example, if the Subject line is noted as 'Invoices [LOC001]' but includes files with the Location Number '[LOC002]' in the file name, then all files with the file name 'LOC002' will be linked to LOC002 while the other files that do not include a Location Number will be linked to LOC001
If an attachment is an unsupported file type, the entire email will be rejected, and the sender will receive a response email stating that an invalid attachment was included and that the email will need to be resent. This will also appear on the Documents to Process Error Log for additional reference.
Due to the structure of this feature, all files in the correct file type will be accepted into Restaurant365. Therefore, ensure the following for a successful import:
- The Vendor entered your R365-generated Email Address correctly
- The Vendor Email Address was entered correctly as a Whitelisted Email Address
User-Create Email Address
The top portion of this tab lists fields where the User can enter a created Email Address that R365 will monitor via POP3. While this is available for use, it is recommended to have Vendors use the R365-generated Email Address.
The following fields must be entered for this process to be successful:
- Email Address - specify the full Email address of the Email account that Restaurant365 will monitor for AP Transaction attachments
- Password - enter the password for the Email address (upon saving, the password will be hidden)
- Server (Pop3) - enter the POP server for the specified Email address. Click here for a list of Common Webmail Provider POP Settings
- Port (Pop3) - enter the POP port number (3 digit) for the specified Email address. Click here for a list of Common Webmail Provider POP Settings
- SSL (Pop3) - check this box if the specified Port requires SSL. Click here for a list of Common Webmail Provider POP Settings