Folders in the invoice mailbox

After processing, invoiceR moves every email from the invoice mailbox into a subfolder of the inbox. If you have access to the mailbox, for example in Outlook, this tells you what happened to an email.

Invoice mailbox in Outlook with the inbox subfolders Imported, ManualProcessing, Aborted

The folders

Folder	Meaning	What you have to do
Inbox	New emails that invoiceR has not processed yet.	Nothing. invoiceR picks them up automatically.
Received	The email has just been taken over and is being processed.	Nothing.
Imported	The email was imported successfully, the document is in invoiceR.	Nothing.
ManualProcessing	The email contains several PDFs and was not imported.	Process manually, see below.
Aborted	An error occurred during import, no document was created.	Check and send again, see below.

These are the default folder names. Your administrators can name them differently.

Caution

Do not move emails into the Received or Imported folders and do not delete anything there. invoiceR manages these folders itself.

Emails in the ManualProcessing folder

If an email contains several PDFs, invoiceR puts it into ManualProcessing. Look at the PDFs and decide:

• Each PDF is a separate invoice: Send each invoice in its own email to the invoice address or upload them one by one.
• All PDFs together make up one invoice: Merge the PDFs into one document and send it in a new email to the invoice address or upload it.
• One PDF is the invoice, the others are enclosures (for example terms and conditions): Send only the invoice again, or attach the enclosures to the invoice if they belong to it.

Once the email is done, move it to a separate filing folder or delete it so that it is clear it has been handled.

Caution

invoiceR no longer processes folders such as Multiple or Merge from older setups. If you move an email there, the invoice stays unprocessed. Split or merge the PDFs as described above and submit them again.

Emails in the Aborted folder

The Aborted folder contains emails whose import failed. Check whether the attachment is a readable PDF and send the invoice to the invoice address again or upload it manually. If the error keeps occurring, contact your internal administrators.