All Basware customers with e-invoice receiving with one or more data capturing services can monitor incoming invoices in the Basware Portal (portal.basware.com).

• Note! If you do not have user access, please get in touch with your key user to access the Basware Portal.

When the supplier uses email to send their invoice, the email will first appear in the Basware Portal's Documents tab. The data capturing service will fetch the PDF file from the Portal and return the captured data (XML file) to the document page.

Basware SmartPDF and Scan & Capture BSCS email services are open 24/7. The human validation team processes documents every business day, 24/5. The 24/5 model means validation happens on two to three shifts every business day, excluding local public holidays. An emailed invoice is processed faster than a paper invoice, as it arrives at the workflow directly—the automated capturing process on SmartPDF's Gateway side processes documents 24/7.

Additionally, the emailed invoice can be traced in the Basware Portal, and users can monitor the validation process with the following steps.

How to monitor emailed invoices:

1. Log in to the Basware Portal at portal.basware.com.
2. After landing on the Homepage, go to the Documents tab.
3. Click the blue arrow box to open up the Advanced Search pop-up window.
4. In the Last Updated, remove the From date and select a day earlier date in the To field, and click Search.
   Human validation takes around 24 hours, and this search criterion excludes recently received invoices.
5. Click Last Updated to sort the oldest to the top.
6. Click Status and select Delivery in progress.
   The search results are invoices received in Basware Network but not yet delivered to your invoice processing system, for example, Basware AP Automation.
7. The list has different types of documents:
   
   
   • These two types are pending scanning services:
     
     • Machine Readable Document
       
       • The document is a computer-generated PDF.
         These qualify for improved services such as PDF e-invoice and SmartPDF.
     • Undetected
       
       • The document is a PDF, for example, a scanned paper converted to a PDF.
         These must be processed at the traditional scanning service by using OCR technology.
   • Additional scanned documents and types:
     
     • Scanned Other Document NON_INVOICE
       
       • The document is sent to the data capture service, but does not qualify as an invoice or credit memo, and is released as another document type.
     • Invoice NON_INVOICE
       
       • The document is sent to the data capture scanning service, but does not qualify as an invoice or credit memo; it is released as an invoice type.
   • These are either processed scanned invoices or real e-invoices:
     
     • Invoice [12345678]
     • Credit memo [12345678]