Automated statement uploads - connect to Outlook

Utilising the Outlook REST API to connect to a mailbox, FISCAL can automatically retrieve and process emails from your Outlook mailbox, eliminating the need to manually upload supplier statements.  

Once connected, FISCAL will:

• Retrieve emails from the past 2 months during the initial setup.
• Check for new emails every 30 minutes.
• Process new emails automatically as they arrive.
• Skip emails that have already been processed.

⚠️ Note: This integration should connect to a dedicated mailbox (such as a statements mailbox) rather than a personal user mailbox.

Setup 

The following steps will walk you through the setup process:

1. Within your FISCAL site, navigate to Customer Settings via the cog in the top right hand corner of the screen.
2. Under Unit Settings, select Mailboxes and Profiles.
3. Click on Add Mailbox.
4. Enter the email address for the account to be monitored into Mailbox Address and Save.
   • You will be able to select the folder to monitor once signed in, as well as pause polling if required - so these can be ignored at this stage.
5. The mailbox will now show at the top of the page; click on it to expand the section and complete the setup.
6. Firstly you will need to sign in to the mailbox, this may require administrator approval. Click on Get Admin Consent Link to share the URL with your IT administrator to grant permissions - you can copy the URL using the purple icon at the end of the URL box.
7. Once signed in, go to Mailbox Settings and chose the folder to monitor from the drop down list. You can chose to also monitor subfolders within the selected folder by ticking the box.  Click Save.
8. If you do not want the monitoring to start immediately, you can select Pause Polling.

Once permission has been granted and a mailbox added, FISCAL will proceed with polling the account every 30 minutes. You can trigger an instant poll by clicking on Check Now within Polling Activity. 

Confirm polling is working

To check if statements are being successfully received, within Polling Activity select Check Now and it will show emails received. 

You can also see the received statements in Statement Uploads view:

Pausing polling

You can pause the automatic polling at anytime by ticking Pause Polling and Save within the Mailbox Settings. 

When you resume, FISCAL will catch up pulling any email received while the polling was paused. Mailbox Settings.

Removing a mailbox

You can remove a mailbox at any time

1.  Within your FISCAL site, navigate to Customer Settings via the cog in the top right hand corner of the screen.
2. Under Unit Settings, select Mailboxes and Profiles.
3. Click on the mailbox to expand the section, and click on Remove Mailbox and then Confirm Removal.

Emails and statements already received from the mailbox are kept.  If the same mailbox is re-added in the future, the polling will resume from where it left off.