eInvoice Setup

What is an eInvoice?

An eInvoice is an invoice you receive from you vendors through an email account. It is usually in a format that is computer readable. Getting your invoices in this format makes it easy because you can automatically import the invoice without having to key it in manually.

In order to start using eInvoices, please follow the steps bellow for each vendor that can send eInvoices:

1. Make sure you have an email address where invoices can be emailed and the store can get access to those emails

2. Contact vendor and see if they offer eInvoices in a computer readable format( please see computer readable format defined below)- some vendors do not - Sam's does not offer an eInvoice option.

3. Have the vendor start emailing the invoices

4. Complete the Invoice Processing tab in Vendor Setup

5. Once you start receiving the eInvoice files, save them in the Vendor folder that should be on your desktop after completing Step 4

6. Import the eInvoices - go the Import an Invoice section for instructions.

How to get a Vendor eInvoice format definition added to My Pricebook

If your Vendor can send eInvoices but My Pricebook does not have a Definition filename in Invoice Processing setup for your Vendor, please follow the steps below so we can add a definition to My Pricebook:

1. Make sure you have an email address where invoices can be emailed and the store can get access to those emails.

a. If you are already receiving eInvoices from your vendor you can skip to Step 3 and just attach an einvoice file to the email mentioned in Step 3

2. Contact your Vendor and see if they offer eInvoices. If they do, please email this document to them: Apexbos eInvoice Spec.pdf. If you cannot email, you can print the Spec and fax or mail it, but having an email is key to using eInvoices.

3. Contact Apex at support@apexbos.com or call 888-989-2739 and let us know we will need to work on a new Vendor eInvoice definition file

4. Apex will get back to you with a time frame and next steps to get your eInvoice definition file installed.

What is computer readable format?

Computer readable means a computer can open and read/import the data. Computers can open most files, but some file types make the data very difficult to extract. Below is a list of files types.

1. .txt or text files will work

2. .csv or comma separated value files will work

3. .xls - .xlsx or Excel files can work but are not recommend and will take extra steps on your part.

4. .pdf or portable document format files will NOT work.

5. .doc - .docx or Word files will NOT work.

If an eInvoice file has a different type than those listed it will probably not work.