Incoming invoices

Incoming invoices must be sent to ReadSoft. The process differs slightly depending on whether the invoices are sent to Vollers by email or in the printed version by post. If the incoming invoices are sent by email (i.e. they are already in PDF format) they just need to be sent to ReadSoft. A special email address must be used for this. If it is an invoice for Vollers Hamburg, it must be sent to the email address Vollers-VHH@mail.signup.readsoftonline.com. If the invoice is for Berthold Vollers it is only necessary to change the “VHH” in the address to “BVD” and so on. It is important to note that only authorized persons send the invoices directly to ReadSoft. All other clerks send invoices to the accountants or other authorized persons when they receive them from vendors. When Vollers receives the printed version of the invoice, there are two options. It must be scanned in PDF format and then sent to the appropriate email address or the scanner must be used to send the invoice directly to ReadSoft. The best way to receive invoices is by mail, as in this case they do not have to be scanned. Therefore, all vendors should be asked if they can send invoices by email.

If the invoices are sent from the scanner to ReadSoft, i.e. the step to send the invoice first as PDF to the computer and then to ReadSoft is skipped, it is necessary to send them one by one. If all invoices are being scanned and sent at the same time, they will be put in one document. This means that they cannot be processed individually and have to be divided. This can be done manually (this would involve saving the invoice on the computer, deleting the old document in ReadSoft and sending the two (or more) invoices to ReadSoft one after the other), but it is also possible to split them up using ReadSoft. If the invoices are emailed directly to ReadSoft, there is no need to send them individually. But even there it is necessary that all relevant documents (and only these) are in one PDF. If one invoice is split into more than one PDF, ReadSoft creates two documents. If several invoice are contained in one PDF, ReadSoft creates only one document.

To be observed:

One invoice = one PDF
It is possible to send several invoices with one email, as long as the other requirements are followed
Only authorized persons send invoices directly to ReadSoft
If possible invoices should be received by email