File transport

Under Settings > Receiving > File transport, you can specify an incoming invoice format and recipient profile, file transport means, and more specific rules for every recipient you have set up in Kofax Invoice Portal.

If you change the File transport settings and save them with All recipients selected, any existing file transport means for individual recipients are overwritten with file transport settings for all recipients.

Invoice content requirements

  1. Select the following options for invoice content:
    • Prevent duplicate invoice numbers within same year: Select if you want the system to check whether the supplier has already sent an invoice with the same invoice number during the previous 12 months.
    • Append attachments to PDF documents: Select to include attachments content in the invoice file when it is generated as a PDF.

      Some recipients set up receiving invoices as PDF files to their email address.

      If the recipient profile supports it, some recipients set up receiving invoices both in XML and PDF formats.

      When viewing an invoice in the web interface, any authorized user can save it as a PDF file.

    • Attach original documents, too: When the previous option is enabled, select to include attachments also in their original format, such as a Microsoft Word document.
    • Receive additional invoice information in the PDF: Select to include additional document reference and other party details to your PDF file.
    • Line separator in the PDF: Select this option if you want to add a separator between invoice lines to improve the readability of PDF invoices consisting of more than one line.

  2. Click Save at the bottom of the page.

    If you do not want to make any changes to a specific recipient (or recipients), verify that you click Hide recipients, before you click Save. With the recipients list hidden, the Invoice receiving settings changes do not apply to a specific recipient.

    If you want to save changes for the recipients that you have selected under File transport means, verify that the list of your recipients is expanded.

  3. If you have changed the settings with All recipients selected and have more than one recipient, Kofax Invoice Portal asks you to confirm the action:
    • Click Yes to confirm the action.

    • Click No to keep individual file transport settings and save the selections for invoice content. "All recipients" file transport settings will not affect all recipients and will be saved only for "All recipients" as an entity with individual settings.

File transport means

  1. Click Show recipients to view the list of your recipients.

    With the expanded list of recipients, if you make any changes under Invoice receiving settings and click Save at the bottom of the page, these changes apply to all the recipients that you have selected.

    If you do not want to make any changes to a specific recipient, verify that you click Hide recipients, before you click Save at the bottom of the page. With the recipients list hidden, the Invoice receiving settings changes do not apply to a specific recipient.

  2. From the list of recipients, select the required option.
    • All recipients to specify the same file transport means for all your recipients.
      If you change the File transport settings and save them with All recipients selected, any existing file transport means for individual recipients are overwritten with file transport settings for all recipients.
    • Single recipient to specify individual settings for this recipient.

      To locate a recipient, you can partially type the name, address, ZIP code, city, or country in the Filter recipients search field. You can type multiple search values.

      Matching recipients are shown.

  3. Specify file transport settings to adjust the way the selected recipient or all recipients receive invoices.
    • Not yet ready to receive invoices: The recipient is active as a member, but suppliers cannot find them in the system, and cannot send invoices to them.
    • Receive invoices in web interface only: Invoices are received through Invoice Portal only.
    • Receive invoices via API integration: Invoices are received through Invoice Portal and the recipient's applications integrated with Invoice Portal via API.
    • Receive invoices as PDFs by email: Invoices are received through Invoice Portal and email. Specify the email address in the Email address box that opens below.
    • Receive invoices via business system integration: Specify custom file transport means in addition to Invoice Portal.
      To ensure safe e-invoice delivery, in Receive invoices via business system integration, select only the recipient profile and the file transport means agreed with a Support specialist.
  4. Specify Envelope ID and the respective country and identifier type, if this ID is required by your operator. Envelope ID is added automatically to the header of invoices transferred to your operator through Invoice Portal.
  5. Click Save at the bottom of the page.

    If you do not want to make any changes to a specific recipient (or recipients), verify that you click Hide recipients, before you click Save. With the recipients list hidden, the Invoice receiving settings changes do not apply to a specific recipient.

    If you want to save changes for the recipients that you have selected under File transport means, verify that the list of your recipients is expanded.

  6. If you have changed the settings with All recipients selected and have more than one recipient, Kofax Invoice Portal asks you to confirm the action:
    • Click Yes to confirm the action.

    • Click No to keep individual file transport settings and save the selections for invoice content. "All recipients" file transport settings will not affect all recipients and will be saved only for "All recipients" as an entity with individual settings.