Objective

Document Fetching allows you to automatically sync and download supplier and/or bank documents into AutoEntry.

This feature supports over 6,000 suppliers and banks across 70 countries worldwide!

Applies To

  • The 'Other Intergrations' tab, located on your company's Integrate page.

Procedure

Document Fetching Setup

You can set up Document Fetching in two ways:

  • Where the owner of the supplier and/or bank account has access to the relevant company in AutoEntry, refer to the self-setup guide here.

  • Where the owner of the supplier and/or bank account does not have access to the relevant company in AutoEntry, (or is not an AutoEntry user) e.g. your accountant/client, refer to the client-setup guide here.

Authentication and Processing Times

The general rule is that authentication of initial account credentials should take 1-2 minutes (with an additional 1-2 minutes where a second factor of authentication is requested by the relevant supplier/bank).

Following the first-time connection, the time required for processing (or 'fetching') of documents will naturally be longer than the subsequent weekly fetch, due to the greater volume of documents involved. In the majority of cases however, this will take no longer than 15-30 minutes. The initial fetching period can take up to 24 hours, and fetching will then take place every 7 days from the initial set up date.

A charge of 2 credits is applied to each supplier or bank document fetched.

Fetched Document Location and Processing

All documents fetched by Document Fetching can be found within File Management in the Root Folder.

From here, click on the Document Fetching folder.

This folder is then separated into two sub-folders: ‘Banks' and ‘Suppliers’.

  • The Banks folder will display sub-folders relating to each bank that you have connected to Document Fetching (with each bank sub-folder having further sub-folders for each bank account).

  • The Suppliers folder will display sub-folders relating to each supplier that you have connected to Document Fetching (with each supplier sub-folder having further sub-folders for each user account held with that supplier).

Once the documents have been fetched and are available within the relevant folders, the user will be able to submit these documents for processing within AutoEntry.

There are two functions on how to submit documents for processing:

  • Submit - a manual submit of one document at a time. Please click here to find out more information.

  • Auto-Submit - an automatic submit of multiple documents. Please click here to find out more information.

If a document is located within the Document Fetching 'Suppliers' folder, the fetched documents will be processed within the company’s main Purchases folder (‘Bills’ folder for US/Canada); if the document is located within the 'Banks' folder, the fetched documents will be processed within the main Bank Statements folder.

Additional Information

Please note that exceptions to these performance times can occur for a variety of reasons:

  • The status messages next to your fetching connection will inform you of the standard authentication/processing events (e.g. 'Fetching cannot complete - Additional user action required on Supplier website'). Further guidance on these status messages can be found here.

  • These will not always be able to handle more arbitrary situations such as those built into the fetching solution (e.g. virus-checking and date-validation of all documents, best-practice routines to maintain the performance and security of all connections), or simply reasons outside of its control (e.g. recent design or back-end changes to supplier/bank websites, sizes of document files etc).

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