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Budget:

800 - 1,500

Posted on

4/16/13 6:45 PM

Buyer:

Joh***

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Description

Project strip invoices.

16/4/2013

 

At present we receive invoices by email attachment for up to 50 companies

Each company has its own unique email address using the following format..Suppliers send their invoices to this address.

Invoice.[OBSCURED]

We receive about 5-10 invoices to each company name every month. These arrive into MS Outlook.

There are approx.  50 companies in total.

 

At present we have an MS outlook inbox folder for each and every companyname . This assembles the invoices as they come in. Once per month or so we Open each email in every folder one by one  and then open each attachment one by one.

We then save that attachment to a specific  shared directory sub folder with word invoice dot current month (eg April)dot  sender email address as its name. The @ in the email address is changed to at. The attachments are usually pdf but it is of no consequence what they are to us. They can be .doc, .xls etc. We just rename them in our structure and save them in the format they are in when they arrive.

The structure of this is

Overall folderà company nameàauditfolderàaudit20xxà invoice. month .senderemail. format (usually pdf)

The audit20xx folder will change every calendar year.

So in this way when we look at the audit20xx folder all invoices appear alphabetically sorted by month and sender email.  We also have an email address for every invoice in the folder to id its source if we need to go back to the sender.  We can then quickly review and process say all of April invoices to each supplier in each company.  If we need to look back historically we can also do so.

So what we want is a script that will automate this work. It will strip off the attachment and open it. It will save it to the correct sub folder based on what the company name is and save it in with the name  in the structure as specified above.

All the information is there as far as I can see and should be able to be automated.  We would like to run this scrip at least weekly.

JA