What is folder, how to connect it and share it.
represents a company/client
store all documents from different suppliers inside
can be connected to a corresponding Xero organisation.
For larger companies, you can create multiple folders and connect them to the same Xero organisation.
Each folder can represent different location, branch or project.
This setup enables you to set different automation rules for each
Share folders - Invite users
Folders can be easily shared among users. Just click 'invite user', type in an email address and the folder will be shared with the user.
If you invite:
an existing Datamolino user - they will get an email notification and the folder will appear in their 'My Folders' dashboard straight away.
a new user - they will get an invitation to create Datamolino account first and they will gain access to this folder after creating their account.
Inside the folder settings screen, you can change all important folder behaviour including:
Folder defaults - Customise the default behaviour of your folder
Folder details - Change folder name and update additional details
Folder users - Invite and review users
Folder add-ons - Turn on/off the folder add-ons (Approval structure)
Email import - Whitelist email addresses, so that invoices do not get stuck in the spam filter or change the folder email address
Email invoices directly to folders
Each folder has a unique email address that you can use to forward invoices received in your mailbox. The format of the email address is 'firstname.lastname@example.org'.
You can also set your scanner to scan documents directly to your folder using the folder email address (Datamolino can split multipage scans into individual transactions).
Upload invoices to a folder
Inside the folder, you will find all the invoices and receipts in one place, ready to be sent to your Xero. To import invoices, you can use our web application and select files from your hard drive or use the folder email. To upload through our web app, just click the 'Import' button and follow the instructions.
Once your documents have been uploaded, you will be redirected to the folder import history where you can access details of all uploads. This dashboard provides data on how your files were sent (email, web or phone app), who sent them, as well as the original file names and upload times.
Work inside the folder
Each transaction manually exported to Xero has a little green Xero badge.
The automatically exported transaction has a light blue Xero badge.
Everything that is still waiting for export has the status 'ready'.
Datamolino also detects duplicates on the file level and data level.
'file duplicate' is not automatically processed, it will appear in your Import History for a review. If you accidentally upload the same file twice, you can easily catch and correct it.
'data duplicate' is a file that is visually the same but has been created in a different time or format. Datamolino processes the file and by comparing the 'supplier name' and 'invoice number' it flags it as a duplicate when these values match.
Click the 'Ready to export' tab on top of the invoice list to filter out the invoices and receipts that are freshly processed and ready for you to review and export.
Search and filter documents inside the folder
Use the filter inside the folder with its criteria to see only the selected documents in your folder.
The tabs inside the folder also help you navigate through the files:
Ready to export = invoices with status ready
Export Errors = documents with export errors
Please review = duplicates and not extracted files that must be resolved before exporting
Search in My Folders dashboard
If you use multiple folders, the quickest way to locate the document is by using the 'Search' inside the main My Folders dashboard.
How long does it take to have my documents ready?
Datamolino is an automated service; we give you the results within a couple of minutes once Datamolino has learned how to read the invoices of your suppliers. The learning process (fingerprinting) is handled by our operators and the maximum fingerprinting time is 24 hours (except for weekends).
Once Datamolino learned to read the supplier invoice, the next time you upload an invoice with the same layout, it is processed automatically within a couple of minutes.
Quality of original documents is important
To get you the best data capture results, the quality of your original documents is very important. Digital PDFs and 300 DPI invoice scans give the best results.
Our robot will have a hard time picking out the correct data, if the scan has a low print quality or has handwriting that interferes with the data.
Invoices that cannot be automated will be processed manually, meaning you will need to wait a bit longer. Datamolino gives you the basic data that you can export.
Line item data extraction works only on invoices that can be automated, i.e. have good image quality.
Export to Xero
When you create a folder, you are prompted to connect the folder to your Xero organisation. If you have not done so, please connect the folder to your Xero so you can proceed with the data export.
If you edit some settings inside your Xero later, e.g. chart of accounts or tax codes, click 'Refresh Xero Connection' to reflect the changes inside Datamolino. This option will show up after you connect your folder in the same menu as on the above screenshot.
When you export a document for the first time, you need to pair the supplier names on the invoices with your contacts in Xero. Datamolino remembers the pairing for future use.
Individual export from the document detail
You can review the invoices one by one and export them as you go. This is preferable if you receive invoices from a new supplier or if you suspect there could be OCR-based errors due to invoice quality.
Just click on the first invoice in the invoice list and follow these steps:
In the Supplier section, pair the supplier name with the Xero contact by clicking on the dropdown next to the supplier name.
You can also create a new Xero contact directly from Datamolino by clicking on 'Add Contact'. All drop-down menus are searchable for your convenience.
To finalise the export just select the ledger account, tax code and if needed your tracking categories.
Click 'Save Changes'
5. To send data to Xero, click 'Export' button.
Datamolino remembers supplier details, ledger accounts, tax codes, and tracking categories for future use. Initial coding is needed only during the first import; subsequent exports require a quick review and adjustments when necessary.
Exporting multiple invoices at once can be a major time saver. This is a good choice if you do not need to adjust the figures or invoice descriptions. Feel free to use it in one of the below scenarios:
Quickly review and export regular supplier invoices in one go.
Do bulk edit of multiple invoices at once - you can change ledger code, tax code or tracking categories for multiple invoices to the same values at once.
Easily code your one-off supplier invoices - you can either quickly assign an existing contact or create a new one without a need to go into the document detail.
You can export all ready-to-export invoices by clicking 'Review & Export' inside the folder. If you want to export only selected invoices, tick the box next to the invoices you want to export and click 'Export to Xero'.
You will be redirected to the Bulk Export screen where you can easily review and adjust coding in bulk if needed. To learn more about this feature, check this article.
By default, Datamolino exports all your data to the 'Xero Draft Bills' together with the original invoice image. You can change this in the 'Folder Settings'.
TIPS, TRICKS, SPECIAL FEATURES and some HIDDEN GEMS
Datamolino efficiently splits multipage scans into individual transactions. Use a feeder-equipped scanner and save time by setting it to email scans directly to your folder. This works seamlessly for multipage invoices.
If you have PDFs or scans of the sales invoices, just switch to the 'Sales Invoices' section of your Datamolino folder.
This section of the folder allows you to process sales invoices and sends the data to Xero Invoice Drafts.
//Technical note: you can send sales invoices to the sales folder by email if you include @sales in the subject line. Or create a dedicated sales invoices folder and adjust the default email routing via Folder settings.
If the 'tax summary' is printed on the invoice, Datamolino tries to capture it. This can give you one line of data for each tax rate. You can also easily add another line of data if needed.
Special usage: if you need to break down an invoice into multiple lines, you can click 'add tax line' to create a new line on the invoice with a different ledger code (but without the possibility of changing the description per each line).
Line item extraction
Available on the 'Detailed user plan', this feature lets you copy and code each line of an invoice in Xero. Easily manage diverse products or services by assigning different ledger accounts, tracking categories, and tax rates to each line item. each line is captured with description, too.
Export data as bank transactions
Skip Accounts Payables by creating spend money transactions directly in Bank Accounts. This workaround is ideal for receipts already paid in cash or by credit card, allowing you to post them swiftly with the right 'Bank Account' selection.
Some data is FYI only
Datamolino finds various data points on each invoice, not all data is used for export into Xero.
Export basic invoice data with the total as tax inclusive. Choose the correct 'tax code' before export; Xero uses it to apply the tax rate and calculate taxes in the background. Note: the VAT amount provided is for reference; Xero recalculates VAT from the total upon import.
Exporting line items includes the total as tax inclusive. For invoices with only NET values, we export these values as tax exclusive.
Excel or CSV export
You can always export data into Excel or CSV by clicking the 'down arrow' on the export button and choosing 'Export to file'.
With every export from Datamolino to Xero, the original file is also exported and attached to a transaction.
What type of files can you import:
PDF, TIFF, JPG, PNG, ZIP, DOC, DOCX, XLS, XLSX formats.
You can also send emails with html receipts.