sFTP Setup

Concepts

High level process view when sending sales invoices using sFTP: https://www.billit.eu/media/vp1lqxaj/sftp-or-other-diagram.pdf (https://www.billit.eu/media/vp1lqxaj/sftp-or-other-diagram.pdf)

sFTP accounts, 2 scenarios:

Account on Billit server, generated by Billit (action : request account at Billit)
Account on customer server, info delivered by customer (no action by Billit required). The SFTP setup can be activated by the customer without activity by Billit needed. If you have multiple companies, execute the setup per company.

2 Categories of Invoices can be Processed:

Sales Invoices (Income, AR) : Files stored on the sFTP will be uploaded by Billit for sending.
Purchase Invoices (Expense / AP) : Files received by Billit will be exported to SFTP for further processing by the accounting or ERP-software.

Where to Find the sFTP Integration Setup

Action in order to start the setup :

General Overview Configuration Options

General capabilities are described in this section, practical examples in the next point.

Type : sftp/ftps
Host/port
Username/Password
Private Key file / password for private key. This optional settings allows combined verification of private key and public key (stored on sftp server) for additional security.
Folder name where we can insert the invoices : o Sales/income : upload folder of the invoices
Invoice type to place in folder: Expense (when receiving supplier invoices) and income (when sending sales invoices)
Insert pdf into folder. Minimum input is XML file. When PDF is delivered as a separate file (with same name as XML), then activate this.
Folder name where we can extract the invoices (NL : “Mapnaam waar we de facturen mogen in plaatsen”) o When Invoice type to place in folder = Expenditure: Export of the received files to this folder after processing. Customer can upload from here. o When Invoice type to place in folder = Income. When the delivery to network is done, file can be inserted here.
Folder name where we can extract the invoices: o upload file and bring it to the Fast Input. o This can be useful for uploading, uploading to fast input. This allows verification by human being (via parameter can be automatic).
Sync invoices in Billit from : date filter. Older files will not be uploaded.
Create new 'success' folder for each day : this might be easier when you have larger volumes. You see all the invoices of one day together.
Filters - Prefix file name (optional). Only download files whose filename starts with the specified filter. o Example of use: files for multiple companies arrive on one directory. Per company an sftp is linking to the same folder. If prefix contains info about the company, filtering helps to only process files of that company.
Filters - Suffix file name (optional) o Same as previous but at the end of the word
Filters - File extension (optional) o E.g. if no zip or pdf is needed, then deactivate these extensions. Files will stay on the directory.
Filters - Sent status (optional) Mark the invoices as Sent for file names that contain the following word. o When customer is also sending files that do not have to be processed, activating the filter allows to move it directly to the success folder
Filters - Export invoices (optional) - After creating an invoice put it in the file that includes the following word in the file name
PDF files as attachment Download PDF files and add them as attachment to an existing invoice. The PDF files should be zipped and the file name (.zip) should correspond to the invoice number in Billit. o Example : this allows to add multiple PDF files for the sending
Processing successfully read files o Move to success folder: after success moved to this auto created folder. Gives more ability to verify (and possibly reload). Requires more storage space and cleanup afterwards. o Delete from folder (no cleanup later needed)