The invoice detail screen consists of the following panels:
Header
All header fields can be found in this panel. These are general fields that apply to the entire invoice. Depending on the design, the behavior of fields may differ. For each workflow step it is determined which fields can be adjusted and which fields cannot be adjusted. Depending on the next step chosen (choice at the bottom of the detail screen), certain fields are mandatory or not.
The design also determines the way in which and whether certain fields are validated.
There are a number of options for completing the various fields. Freely filled in fields, date pickers or selection lists (the choices are determined from the values from the master data). Certain fields can also be filled based on a choice in another field. For example, the bank number is automatically filled based on the chosen supplier. To retrieve order numbers, an additional screen opens after which the order numbers can be selected.
The header panel contains an extra tab for adding or removing attachment(s).
In the top right corner of a panel possible extra functions are visible through icons. In the header panel it is possible to open the function Compare invoices .
Icons that are often found in the header panels:
Extra information is shown with a mouse-over. |
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An extra scrreen will be opened to refresh or replace order numbers or contracts (in line). |
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| In the extra screen of the order number, you can easily click on the refresh button to refresh the data of a specific order, when a purchase order has been adjusted in the ERP system. | |
| A calculation of the VAT amount is carried out based on the chosen VAT percentage | |
| A calender will be opened for date selection. | |
| In the header panel it is possible to open the function Compare invoices. |
Lines
All line data can be found in this panel. There are different types of lines:
Coding lines
If no order numbers have been selected in the header panel, the invoice is considered a cost invoice. Coding rules can be added and completed by the accounts payable administration based on the data from the invoice.
Logistic lines
If one or more order number(s) are selected in the header panel, the invoice is considered a logistical invoice. The data of the orders selected in the header panel are displayed as logistics lines in the control panel.
Surcharge lines:
Logistic invoices may contain surcharge lines. These are, as it were, special logistical lines that are automatically included when the order data is loaded.
Additional cost lines:
For logistic invoices, cost lines may also need to be included. These could, for example, be additional delivery costs. Such cost lines can then be entered as additional cost lines. When logistical lines are loaded based on order numbers in the header panel, a tab will automatically be added in the line panel for entering the additional costs. Additional cost lines work the same way as coding lines.
In the top right corner of a coding panel you can find any additional functions that are displayed by icons. In the coding panel these are the functions:
| Coding assistance | |
| Dividing price difference over lines | |
| Booking price difference as additional costs |
Icons that may appear in the line panel are:
An extra scrreen will be opened to refresh contracts. |
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| Below the coding help is this icon for changing/adjusting the coding templates |
Organising line columns
It is possible to organise and hide columns for costs and logistics invoices. By clicking on the
icon a pop-up appears with column settings.
- Columns can be hidden and made visible by turning the slider on and off.
- In the Columns menu it is also possible to adjust the order of the columns by dragging columns up or down.
- The reset button resets the current settings and the hide button hides all columns.
Invoice
This panel shows a view of the invoice.
The type of invoice is shown as a label above the view (e.g. UBL or PDF). The PDF can be enlarged or reduced, searchable and printed, among other things.
In the top right corner of a panel you can find any additional functions that are displayed by means of icons. In the invoice panel these are the functions Forward invoice and Learning tool
(the learning tool can only be used on for PDF invoices that have been scanned).
Audit
This panel shows a view of the invoice's audit trail.
All workflow steps that an invoice goes through are displayed as a timeline. Additional information can be shown during the various steps, such as a link to, for example, the original email or email of the forwarded invoice. Various validation messages can also be displayed for the relevant workflow steps. Notes or comments entered by a user are also shown in the status.
In the top right corner of a panel you can find any additional functions that are displayed by means of icons.
Filter
For example, you can use the filter icon to filter the audit trail by: All, User, System, Comment and Error.
Invoice actions
In addition, you can perform various actions with the icon using invoice actions, such as: Change activity owner, Delete document and Add note.
Invoice actions in edit mode
When the invoice is in edit mode, other invoice actions are possible such as: Change activity owner, Process as attachment, Add note and Update vendor setting.