1. Purpose of the Renewed Invoice Detail Screen
The invoice display has been completely redesigned within AP Automation, focusing on improved performance for invoices with a large number of PO lines or receipt lines. The screen is intended for:
- AP staff who process invoices with many PO lines
- Organisations experiencing performance issues with large invoices (500+ lines)
- Users who require more control over the display of invoice lines, such as column settings and pagination
2. Access and Permissions
The updated invoice display is available to users who have access to the regular invoice screen within AP Automation. No additional permissions are required to use the updated display.
Navigation path:
AP Automation → Outstanding invoices → [Open invoice]
3. Overview of Functionality
3.1 The Switch Between the Old and Updated Screen
In the top right of the invoice screen, there is a switch that allows toggling between the old and the updated screen on a per-invoice basis. This enables each AP staff member to decide whether an invoice opens in the updated display.
❗
When switching to the updated display, PO lines can no longer be shown if you switch back to the old display.
This is a deliberate choice aimed at maintaining the performance improvements provided by the updated display.
ℹ️
It is possible that not all functionality from the old screen is available in every phase.
See chapter 6 for more information about the rollout.
3.2 Pagination of Invoice Lines
In the updated screen, PO lines are displayed with pagination. Instead of showing all lines in one long list, the lines are divided over pages. This results in significantly faster display, even for invoices with hundreds of lines.
3.3 Collapsible Header
It is possible to collapse the top part of the screen containing the invoice details (header). This creates more space on the screen for the PO lines, which is especially useful for invoices with many lines.
3.4 Customising Columns
Columns in the line table can be dragged and resized as desired. These settings are saved automatically, so your personal layout is retained when you revisit the screen.
3.5 Updated Icons
All icons in the screen have a refreshed design, fitting with the overall visual update of the screen.
3.6 Improved Validations
Validations on the invoice screen have been improved and made clearer. Error messages are shown directly next to the relevant field, making it immediately clear which data needs to be corrected.
4. Working with the Updated Invoice Display
4.1 Navigation
Go to:
AP Automation → Outstanding invoices → [Open invoice]
4.2 Steps
1. Open Invoice
Open an invoice from the list of outstanding invoices.
2. Switch to the Updated Display
Click the switch labelled Use the new invoice screen at the top right of the screen to activate the updated display for this invoice.
3. Collapse or Expand the Header
Click the arrow above the header section to collapse or expand the invoice details, depending on how much space you want for the lines.
4. Adjust Columns in the Line Table
Drag a column header to change the order, or drag the edge of a column to adjust its width. This layout is saved automatically.
5. Navigate Through the Lines
Use the pagination at the bottom of the line table to browse through the different pages of PO lines.
5. User Behaviour
Once a user activates the updated display for invoices, this display remains active for that user.
Personal settings, such as column order and column width, are saved per user and automatically applied when opening subsequent invoices.
For invoices with a large number of PO lines (more than 50), the difference in loading time compared to the old screen will be most noticeable.
6. Phased Rollout
The updated invoice display is being rolled out in stages, divided over different phases. Below is an overview of functionality per phase.
⚠️
Only when all functionality is available will the updated display become the default view for all organisations.
6.1 First Phase
The first phase includes, among other things, the basic display of lines, pagination, column adjustment, and improved validations. Organisations experiencing performance issues can already make use of the updated display after this phase.
6.2 Subsequent Phases
In the following phases, additional features will be added, such as working with costs at header and line level, and importing cost lines from Excel. Further expansions are also expected in the areas of alternative screen layouts and invoice comparison.
7. Best Practices
- Use the switch to try the updated display first on invoices with many PO lines before rolling it out more broadly.
- Adjust the column layout once to your preference; this setting is automatically saved for future invoices.
- Collapse the header section when processing invoices with many lines for optimal overview.
8. Summary
- The updated invoice display improves performance for invoices with a large number of PO lines.
- Users can toggle between the old and updated screen via a switch.
- When switching to the updated display, PO lines can no longer be shown in the old display. This is intentional to preserve the performance improvement of the new display.
- Lines are displayed with pagination, resulting in faster loading times.
- The header section can be collapsed to create more screen space.
- Columns are customisable and the layout is saved automatically.
- All icons have been refreshed and validations improved and made clearer.
- The rollout is phased, with increasing functionality in the updated display.