Before delving into the specifics of email integration, it is important to note that integration eliminates manual errors and inaccurate data validation. According to a survey by the University of Nevada, Las Vegas, on average, about 10.23 human errors were made during manual entry. Integration eliminates these errors through a streamlined process with absolute accuracy, real-time reporting, and effective data management.
A wide range of file types, including invoices, bills, accounts, and more, are dealt with in accounting. If your email is coupled with an accounting application like Xero using SaasAnt Transactions, a substantial amount of manual effort and human errors can be avoided with the maximum degree of accuracy. Users can simply send an email to email@example.com to accomplish this. You can find instructions on configuring email to SaasAnt Transactions below.
Xero Email Automation
How to configure your email to process the file in SaasAnt Transactions?
Step 1: Log in to SaasAnt Transaction (Xero)
Step 2: To enable email Automation in SaasAnt Transactions Xero, Click on Automation Located in the left application window.
Step 3: Click on Let’s automate.
Step 4: To enable Flawless integration of automation and select Email to configure powerful email Automation.
Step 5: Select the Transaction type, and enter the source email address
For example, there are different types of transactions types such as invoices, bills, accounts, payments, quote, receipts, etc. choose the type of file you need to upload and the source email address is the email address, from which you are going to send the files to Xero.
Note: Only one transaction can be automated per email automation and to configure another transaction after completing one transaction, follow the same procedure to automate the other transactions.
Step 6: Upload the excel file and configure it to match the header fields with your Xero data from the drop-down boxes; now review your automation and complete it.
*Note down the Token ID., to import files to Xero from the source mail address.
Token ID is a secret key (Passcode, pin) with a series of unique numbers and alphabets used to identify your account with SaasAnt transactions.
*Note: Without Token ID system cannot import your files to Xero.
*Note: To import your file to Xero, log into your aforementioned source EMAIL/GMAIL account, then write an email to xero@saasAnt.io with the.csv excel file attached, stating the file type in the subject and the token ID in the mail body. Once the file has been received, you will be notified with a confirmation mail.
How to track your automation:
To find whether the file is successfully imported or not, notification alerts are communicated via:
- Automation History
- Right after you send the file, you will get the following notification, and alerts.
- Confirmation mail -You will receive a file received confirmation mail to the source mail address from SaasAnt transactions. Note: Source mail is the mail mentioned while configuring the email set-up.
- Error and fix mail- Once your file is processed, you will receive an alert email mentioning the errors in the files along with a suggested fix.
- Analysis mail- You will also be receiving an in-depth study of the error and success counts of the uploaded file.
B) How to track your automation history:
- Finding errors and the causes of process errors can be rectified with the aid of tracking your file.
- To track and find out the import success status of your file, choose automation and then view jobs on the "my automation" page.
- To find the entire file's analysis, success and failure records, and import status, select the history icon on the top right corner of the automation page.
Tips & Tricks:
A list of errors that you may incur after uploading your file is mentioned below; check them out to learn how to fix them.
Invalid Token ID:
When the Token ID mentioned in the mail mismatches with the original Token ID then the system will report an error as “Invalid token error”, to fix this, the original token id should be properly mentioned without error.
Note: no other content except token id
Email address configuration error:
If you have sent the mail from a different mail address rather than the source mail address, then the system will identify it as an “email address is not configured error”, to sort this error, use the configured source mail id.
If you get a notification stating “processing error” along with a blank status of error and success records in your email then the uploaded file must have no data, in such cases, you need to verify the datasheet before uploading the file and then uploading the file.
Invalid subject error:
If the uploaded file and the mentioned subject in the mail don’t match, then the system will throw an “Invalid transaction/ list mentioned in the subject error”. Kindly mention the correct subject of the uploaded file.
Address not found error:
If you send the file from a different mail address, then you will be notified with an “address not found” error. To rectify this error, send your file to the right TO address i.e., firstname.lastname@example.org.