# Settings Your Fitek email mailbox is more than just an inbox, it's a configurable entry point you can tune to match how your suppliers send invoices and how your team processes them. This page covers each setting, when to use it, and what it looks like in practice. *** ### 1. XML intake Some suppliers send electronic invoices as XML files (such as UBL/BIS or E-arve) instead of PDFs. This setting controls whether your mailbox accepts and processes those XML files. Supported XML formats include E-arve 1.1/1.2, UBL 2.1, BIS 3.0, and ISDOC. **When XML intake is on**, XML files are processed directly no digitizing step needed, giving you the fastest turnaround and highest data accuracy. **When XML intake is off**, only non-XML attachments (PDF, JPG, TIFF) are processed. XML files are ignored. This is useful if you already receive e-invoices through another channel (API, Peppol, or a local network) and the mailbox is dedicated to PDFs and images only, avoiding duplicates or conflicting flows. **When to use** Turn on if you want the mailbox to accept both PDFs and XML from suppliers. Turn off if XML arrives via a separate channel and the mailbox is for PDFs and images only. **Example** A supplier emails a UBL invoice. With XML intake enabled, Fitek reads it directly - no scanning needed. With it disabled, Fitek skips the XML and processes only the PDF or image attachments instead. *** ### 2. PDF preprocessing Before digitizing, Fitek can restructure incoming PDFs to make sure document boundaries are correct and the full record is captured cleanly. **Options** * **Bypass:** no changes, files go straight to digitizing as received * **Split multipage PDFs:** splits a single PDF into one file per page; useful when suppliers send invoice batches as one file * **Merge PDFs alphabetically:** merges all accepted files (PDF, JPEG, TIFF) in A→Z filename order * **Merge PDFs by email attachment order:** merges files in the order they were attached to the email, preserving the sender's intended sequence * **Cut PDF smaller:** keeps only the first 5 and last 2 pages for OCR; the original is stored and delivered after digitizing (useful for large documents where the invoice detail is at the start and end) There's also a separate option: * **Ignore PDF signature:** when on, allows Fitek to merge and timestamp signed PDFs. Use this only if you don't need signature integrity preserved (see the FAQ below). **When to use** If you regularly receive invoice + delivery note + timesheet as separate attachments, "Merge by email attachment order" brings them together as one PDF in the right sequence - exactly as the supplier intended. **Examples** * **Merge PDFs by email attachment order**\ Three attachments arrive: `001_Invoice.pdf`, `002_PackingList.pdf`, `003_Timesheet.jpg`.\ With *Merge PDFs by email attachment order* enabled, Fitek converts supported files (e.g. PDF, JPEG) and produces **one combined PDF** in that exact sequence: first the invoice, then the packing list, then the timesheet. * **Split multipage PDFs**\ A 50‑page batch scan called `Invoices_April.pdf` arrives.\ With *Split multipage PDFs* enabled, Fitek splits this file **page‑by‑page into 50 separate PDFs**, so each page can be processed as its own invoice. *** ### 3. Notify sender about errors When an incoming email can't be processed for example, the attachment is too large, the format isn't supported, or there are no attachments at all, Fitek can automatically notify the sender so they can correct and resend. **When to use** Always. Suppliers get clear, bilingual error messages with your mailbox address and the relevant rules, so they can fix the issue themselves without needing to contact you first. Ask to turn it off if you'd rather handle all exceptions internally. In that case, add your AP team's address to the notification email list so your team is alerted instead. **Examples** A supplier sends a 40 MB PDF when your mailbox limit is 20 MB - the sender receives an automatic error email explaining the size limit and your mailbox address. An email arrives with no PDF, JPG, or TIFF attachments - the sender is notified that no acceptable attachments were found. *** ### 4. Timestamp Fitek can add a small service note at the top of each invoice PDF showing: * Mailbox name * Date and time received (CET) * Sender's email address This creates a reliable audit trail for when an invoice arrived and who sent it. Note: timestamps are not added to signed PDFs unless you enable "Ignore PDF signature." **Example** A supplier disputes when they sent an invoice. The timestamp on the PDF shows the objective receipt time recorded by your mailbox. *** ### 5. Whitelist domain Restrict your mailbox to accept emails only from a specific domain (for example, `@supplier.com` or `@gov.ee`). Emails from all other domains are automatically rejected. **When to use** Useful in high-control environments, public sector, finance - where suppliers are required to use official addresses. Also helpful for shared or forwarded mailboxes where you want to filter out noise and spam. **Example** Your policy requires invoices only from `@subsidiary-group.com`. Set that domain and every email from any other sender is automatically rejected. *** ### 6. Email body as PDF Sometimes suppliers write invoice details in the email body itself – a PO reference, delivery address, or an approval note – rather than inside the PDF invoice. You can ask Fitek to capture the email body as a PDF so that this context always travels together with the invoice. **Options** * **No** – Don’t generate a PDF from the email body. Only the attached invoice file is processed. * **Single page** – Capture the first page of the email body as a PDF. * **All pages** – Capture the full email body across all pages as a PDF. Depending on your setup, this email-body PDF can either be **added as a separate attachment** or **appended as the last page of the invoice PDF**, so approvers see the context in one place. When **Single page** or **All pages** is selected, you can also enable **Include attached file names**. This adds a list of the original attachment filenames to the first page of the email-body PDF, which is very useful for traceability and audits. **Examples** * A supplier writes: “Invoice attached; PO 12345 and delivery details below” and puts the PO and address in the email text. Use **All pages + Include attached file names** so both the full email text and the list of attached files are preserved with the invoice. * AP approvals depend on notes in the email (e.g. “approved by John on 05.04”). Configure the email body PDF to be **appended as the last page** of the invoice PDF. Approvers see the invoice and the approval note in one document, without opening a second file. *** ### 7. Files to include Choose whether Fitek forwards only the invoice PDF or all attachments that arrived with the email - contracts, delivery notes, photos, and so on. **When to use** Set to all files if approvers need supporting documents available in Fitek for faster validation. Keep to original invoice PDF only if you prefer a minimal record and store other files separately. **Examples** Construction projects: invoices arrive with site photos and delivery slips. Set all files so everything travels with the invoice through the approval flow. Standard office invoices: keep only the original PDF to reduce storage and keep things tidy. *** ### 8. Customized extension If you manage multiple mailboxes for one company - for example, one for the warehouse and one for the office - or you want to tag invoices with a specific label for routing or reporting, you can embed custom metadata directly into the exported XML. **How it works** * **Customized Extension Id:** up to 20 characters (example: `WAREHOUSE`, `OFFICE`, `PROJECT42`) * **Customized Extension: Information Content** - up to 500 characters of free text These values are added to the invoice XML as an extension block and stay with the document throughout processing. If you use Fitek rules or automation, these values can drive automatic routing or trigger specific workflows. **Examples** Multiple mailboxes by cost centre: Extension Id = `CC`; Information Content = `410-Marketing` — downstream rules allocate the invoice to the Marketing approval workflow. Supplier-type routing: Extension Id = `Source`; Information Content = `ServiceContract` - triggers a specific approval path for service contracts. *** ### FAQ **Will Fitek modify my signed PDFs?** By default, no. Fitek preserves signed PDFs as-is - no merging, no timestamp - to protect signature integrity. You can override this with "Ignore PDF signature," but only do so if preserving the signature isn't a requirement for you. **Can I keep the original email content alongside the invoice?** Yes. Enable "Include PDF version of the original email body" to attach or append the email content as a PDF. You can also include the list of original attachment names on the first page for a complete record. **Can I forward all attachments, not just the invoice?** Yes. Set "Files to include" to "All files" to forward every accepted attachment - PDFs, images, office documents - alongside the invoice. **Can I tag invoices with a custom label for routing?** Yes. Use "Customized Extension Id" and "Customized Extension - Information Content" to embed your own labels into the invoice XML for downstream routing and automation. *** ### How to request configuration changes Send an email through your service support channel. When you do, include: * Your mailbox address (for example, `invoices.company@fitekdigi.com`) * The setting you'd like changed and the option you want * Any dependencies to be aware of (for example, "signature integrity must be preserved" or "merge by attachment order is required") --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://fitek-learning.fitek.com/fitek-learning-space/copy-of-english/purchase-invoices/purchase-invoice-intake/settings.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. 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