The article below applies to Procure to Pay (P2P) for the following application(s) and/or module(s):
AP Automation
1. Purpose of the invoice overview
Invoices displays an invoice overview, depending on the filter that has been set. The overview is used to:
- filter and find invoices;
- open, process or approve invoices, including multiple invoices at once;
- read the latest comment and warnings for an invoice.
2. Access and permissions
The invoice overview is displayed in Invoices.
Only invoices for which the user has read permissions are displayed.
The invoice:can_use_multi_update permission is required for the 'Bulk update' action. See also Permission management - permissions.
3. Functionality overview
There are several ways to filter within the overviews, namely:
3.1 Quick access
With 'Quick access' blocks, it is possible to access fixed or custom-filtered overviews in one click. *Names may differ depending on the configuration.
For more information, see: Quick access blocks
3.2 My activities
With the 'My activities' drop-down menu, it is possible to navigate to 'My activities', 'All open invoices', 'Completed invoices', 'Rejected invoices' and 'All invoices' (these filters can be used in combination with 'Quick access').
In the set-up, it is possible to set a different filter as the default filter on the homepage, such as My activities.
The following types of overview are available:
| Overview type | Description |
|---|---|
| My activities | Overview of the invoices that can be claimed by the user (possibly as a member of a group). |
| All open invoices | Overview of all invoices that have not yet reached the final status. |
| Completed invoices | Overview of all invoices that have reached the final status. |
| Rejected invoices | Overview of all rejected invoices. |
| All invoices | Overview of all invoices. |
3.3 Column filters
Columns can be filtered using the column filters. Columns that can be filtered can be recognised by the Filter icon after the column name.
This filtering can take place in two ways. Clicking the filter icon displays an input field or selection list. Alternatively, clicking the filter icon displays a drop-down menu.
3.4 Comment
When an info icon is displayed in the overview, the latest comment added about this invoice can be read in the mouse-over.
3.5 Warning
When a warning icon appears in the due date column of an invoice, the issue or note can be read by means of a mouse-over.
4. Actions via the right mouse button or Action menu
4.1 Right mouse button
Various actions can be performed via the right mouse button. For example, it is possible to open the invoice in a new tab, process the invoice or approve the invoice.
4.2 Action menu
The Action menu is only active with the 'My activities' filter, because the actions only apply to invoices that can be claimed by the user. The actions 'Process', 'Approve' and 'Bulk update' are available in this menu.
4.3 Bulk update
'Bulk update' processes multiple invoices in the workflow at once. The invoice:can_use_multi_update permission is required for this.
- Select the 'My activities' filter.
- Select the required invoices.
- Select 'Bulk update' from the Action menu.
- In the pop-up, select the required option from the workflow step and enter a comment.
- Confirm the selection. The invoices are processed in the workflow with the comment provided.
Bulk update is only possible when all selected invoices have the same options in the workflow, regardless of the activity or workflow version. If this is not the case, an overview is displayed showing the activity and workflow ID for each invoice. If an invoice is not in a user step, this is also shown in the overview.
Bulk update is not possible when mandatory fields are included in the validation settings of the workflow step (excluding comments).
5. Behaviour for users
After processing a Bulk update, an overview is displayed showing the status for each invoice. The invoice can be opened in a new tab via a link in this overview.
| Status | Meaning |
|---|---|
| Success | The invoice has been processed in the workflow. |
| Skipped | The invoice is no longer in the same user step and was therefore not processed. |
| Error | The invoice could not be processed. No additional information about the error is shown. |
6. Exporting overviews
For more information about exporting overviews, see:
7. Summary
- The invoice overview displays invoices depending on the filter that has been set.
- Filtering can be done via Quick access, the My activities menu and column filters.
- Actions can be performed via the right mouse button or the Action menu.
- Bulk update processes multiple invoices at once, provided the
invoice:can_use_multi_updatepermission is available. - Comments and warnings can be read via mouse-over.