The process of scanning and emailing an invoice is just like it sounds. To avoid errors and issues in processing it is recommended to follow the steps below.
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Obtain or create a PDF formatted invoice.
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A paper invoice can be scanned to PDF using a scanner.
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Each individual PDF must be a single invoice.
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Each invoice does not have to be a single page as long as it is a single PDF document.
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PDF documents should not exceed a file size of more than 5MB.
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The invoices can be printed, handwritten, etc. when submitted.
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Each PDF must be a single invoice under 5MB in size, if larger try scanning in black and white and with a lower DPI setting.
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Send the PDF to the designated Scan & Capture email address. Ask your supervisor if you are not sure what the correct destination is.
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A single email can have multiple invoices.
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The email must be under 10MB in size.
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The body of the e-mail will be ignored as the receiving process is automated.
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Expect an acknowledgment email from the scan and capture provider indicating receipt of the invoice.
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A rejection notification from the scan and capture provider with the rejection reason may be sent. Some reasons include:
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No property identifier on the invoice.
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Illegible invoice.
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A single PDF with multiple invoices
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If a rejection occurs the invoice(s) need to be re-scanned according to the specifications above and resent.