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Payment Processing

Each of our clients have a designated PIKOHANA AP email. Generally, the email looks like this: [Company Name]_ap@pikohana.com. This email is used by our clients to send physical or digital purchase invoices / receipts to us.

Steps on how to send invoices or receipts according to invoice/receipt format:

Physical Copy

1. Take a picture or scan the physical invoice and save the image in the computer or phone. Multiple invoices or receipts should be scanned or captured individually.

2. Create an email and attach the photo or scanned image. There is no need to add any message to the email, just the attachment(s).

3. Send the email with the attachment(s) to the designated PikoHANA AP email.

Digital Copy

1. Easily send digital copies such as PDF attachments from vendors by forwarding these to the designated PIKOHANA AP email. There is no need to add any message to the email, just the attachment(s).

Email Detail Regarding the Invoice

1. Open the vendor’s email and click the link.

2. Once the invoice copy is opened, save this as a PDF document in the computer or phone.

3. Create an email and attach the PDF copy of the invoice from the computer or phone. There is no need to add any message to the email, just the attachment(s).

4. Send the email with the attachment(s) to the designated PIKOHANA AP email.

Acceptable File / Attachment Format

1. PDF, JPG, PNG and HTML file formats

2. File size limits: 6MB for images and no more than 100MB for PDFs.

3. Individual pages – each invoice sent are scanned, captured or saved in PDF format individually. For example, 2 or 3 invoices are not scanned together in one document (one invoice = one PDF or image copy).

Attachments / Invoices that Cannot be Processed in the OCR System

1. Attachment is not an invoice

As shown in the provided sample, the “invoice” is only an email instruction with brief vendor details and amount due.

An Invoice should contain the Vendor Name, Payment Amount, Purchase Details, Invoice Date, Invoice Number and Bank Payment Details . Without the Bank Payment details, we will not be able to process the payment. Furthermore, without the purchase details, we will not be able to properly categorise the expense.

2. Email instructions as an invoice

As shown in the sample provided below, the “invoice” is an email instruction from the client.

An Invoice should contain the Vendor Name, Payment Amount, Purchase Details, Invoice Date, Invoice Number and Bank Payment Details.

We cannot take an email instruction as an invoice and attach it into Xero transactions. Generally, we don’t read emails from the designated PIKOHANA AP email. To avoid miscommunication or unread emails, instructions such as the provided example are sent to support@pikohana.com and the request will be processed accordingly.

3. One PDF document with multiple invoices

The OCR system cannot read many invoices in one PDF, as mentioned in the Section Acceptable File / Attachment Format. The same applies to scanned and captured images.

The system can only read One PDF for One Invoice at One time. The system will not be able to realise and detect that there are more invoices at the bottom of the page. When this happens, the invoices for the other expenses will not be captured.

This may cause problem for the payment process. Since the invoices were not captured, our staff will not be able to process the payments. This may cause delays in the operations since unpaid vendors may cut off their services or deliveries.

4. Excel Files

Unfortunately, the OCR system is not able to read Excel files. If an Excel file is sent, the system will not read this and as a result, Xero will be able to capture vendor invoices.

This may cause problem for the payment process. Since the invoices were not captured, our staff will not be able to process the payments. This may cause delays in the operations since unpaid vendors may cut off their services or deliveries.