Related Topics Reference
Premium feature – A registration key code is required to activate.
In order to be accepted, an electronic invoice must meet the following criteria:
§ The e-mail address is on the inbound list.
§ The invoice contains the required identification information for the LEDES format being used.
§ The ZIP password matches (only if the Zip Password field is being specified).
E-mails that do not meet all of the above criteria will be rejected and notification will be sent to the address listed as the Admin Address in Suite Manager.
To Set Up E-mail eInvoicing Vendors:
1. Open the Entities module in eCounsel.
2. Open the vendor's record, and ensure that the company's tax ID number has been entered on the Base Info tab. Domestic tax IDs are in the form NN-NNNNNNN (where N is a 0-9 number).
3. Select the Track Billing Information checkbox to activate the Billing Info tab, then click on the tab.
4. On the Billing Info tab, select the Activate E-mail eInvoicing checkbox. (If there is no Tax ID number on the Base Info tab, an error message will display.) When the GUID number and Service Key number entered in Suite Manager are verified, a temporary ID number will be assigned to the vendor. Once the vendor's account is validated, this number will no longer display.
5. Next, specify the vendor's e-mail addresses that are authorized to send electronic invoices to your company. Select Inbound List from the dropdown field and click New. Individual addresses can be entered or a percent sign (%) can be used as a wildcard character (for example, %@fordperkins.com).
The other option on the dropdown list is Notify List. Any address on this list will receive a message when validated electronic invoices have been approved for importing or if there is a problem with a validated electronic invoice.
To Use Zipped Files:
It is recommended that you review the WinZip documentation regarding encryption and password security limitations.
If invoices are sent in a .ZIP format with a password, type the password in the Zip Password field. It is important to be aware of the following:
When a ZIP password is used, all files from that vendor must be sent in a .ZIP format with the same password. Electronic invoices sent that do not meet this criteria will be rejected and notification will be sent to the e-mail address listed as the Admin Address in Suite Manager.