1. Purpose of the redesigned invoice view
The invoice view has been completely redesigned within AP Automation, with a focus on improved performance for invoices with a large number of PO lines or receipt lines. The screen is intended for:
- AP employees who process invoices with many PO lines
- Organisations experiencing performance issues with large invoices (500+ lines)
- Users who need more control over the display of invoice lines, such as column settings and pagination
2. Access and permissions
The redesigned invoice view is available to users who have access to the regular invoice screen within AP Automation. No additional permissions are required to use the redesigned view itself. The s2c:can_use_budget_management permission is only required for the budget icon. More information about permissions can be found in Permission management - permissions.
Navigation path:
AP Automation → Outstanding invoices → [Open invoice]
3. Functionality overview
3.1 Switch between the old and redesigned screens
A switch is available in the top-right corner of the invoice screen, allowing you to switch between the old and redesigned screens for each invoice. This enables each AP employee to decide whether an invoice should be opened in the redesigned view.
When switching to the redesigned view, the PO lines can no longer be displayed if you switch back to the old view.
This is a deliberate choice aimed at preserving the performance improvement provided by the redesigned view.
3.2 Pagination of invoice lines
In the redesigned screen, PO lines are displayed with pagination. Instead of showing all lines in one long list, the lines are divided across pages. This results in a considerably faster display, including for invoices with hundreds of lines. On PO invoices, the tab containing additional lines is called Additional lines.
3.3 Collapsing the header
It is possible to collapse the top section of the screen containing the invoice details (header). This creates more space on the screen for the PO lines, which is particularly useful for invoices with many lines.
3.4 Customising columns
Columns in the line table can be dragged and resized as required. This setting is saved automatically, so your personal layout is retained the next time you visit the screen.
3.5 Redesigned icons
All icons on the screen have been given a redesigned appearance, in line with the overall visual redesign of the screen.
3.6 Improved validations
Validations on the invoice screen have been improved and made more clearly visible. Error messages are shown directly next to the relevant field, making it immediately clear which data needs to be amended.
3.7 Refreshing the PO lookup
A refresh icon is displayed next to the PO lookup field. This immediately reloads the linked orders and their associated order lines, without having to open the screen with outstanding orders. The invoice lines belonging to the PO lookup and the linked orders are then selected automatically.
The icon is only visible when PO lookup and order number are enabled, and can only be used when the PO lookup has been completed. If no orders are found, a notification is displayed.
When refreshing, the existing order numbers, order lines and header charges on the invoice are replaced based on the completed PO lookup.
3.8 Selecting lines per filtered order
When the lines have been filtered by order number, the action to select or deselect all only applies to the lines visible under that filter, meaning the lines for the selected order. Lines from other orders remain unchanged. This applies to PO lines, charge lines, header charges and coding lines.
This makes it possible to quickly select an entire order containing hundreds of items, without having to work line by line.
3.9 Redesigned search screen for outstanding orders
The screen used to search for outstanding orders has been redesigned and built using the same technology as the other redesigned screens, resulting in improved performance. Searching, filtering, sorting and pagination work as before.
The screen includes additional columns:
- PO amount excluding VAT (header level)
- Line amount excluding VAT (line level)
- Delivery date (header and line)
3.10 Recalculating amount fields after leaving the field
Amount fields are only recalculated when you leave the field, by pressing Tab or Enter, or by clicking outside the field. No recalculation takes place while typing. This allows amounts, including the decimal comma, to be entered calmly without the system adding zeroes or removing the comma. Dependent totals are recalculated as soon as you leave the field.
3.11 Budget icon
When Budget Management is enabled, the budget icon is also available in the redesigned view, among the invoice header actions. The icon can only be used when lines are available and requires the s2c:can_use_budget_management permission.
4. Working with the redesigned invoice view
4.1 Navigation
Go to:
AP Automation → Outstanding invoices → [Open invoice]
4.2 Steps
1. Open an invoice
Open an invoice from the outstanding invoices overview.
2. Switch to the redesigned view
Click the Use/Try the new invoice screen switch in the top-right corner of the screen to activate the redesigned view for this invoice.
3. Expand or collapse the header
Click the arrow above the header section to expand or collapse the invoice details, depending on the amount of space required for the lines.
4. Adjust the columns in the line table
Drag a column heading to change its 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.
6. Refresh the PO lookup
Click the refresh icon next to the PO lookup field to reload the linked orders and order lines. The corresponding invoice lines are then selected automatically.
7. Select lines per order
Filter the lines by order number and then use the action to select all. Only the lines from the filtered order are selected.
5. User behaviour
Once a user activates the redesigned view for invoices, this view remains active for that user.
Personal settings, such as the column order and column width, are saved per user and applied automatically when opening subsequent invoices.
For invoices with a large number of PO lines (more than 50), the difference in loading time compared with the old screen will be most noticeable.
6. Phased rollout
The redesigned invoice view is being rolled out gradually, divided into different phases. Below is an overview of the functionality available in each phase.
6.1 First phase
The first phase includes, among other things, the basic view of the lines, pagination, column customisation and the redesigned validations. Organisations experiencing performance issues can already use the redesigned view after this phase.
6.2 Subsequent phases
In the phases that follow, additional components will be added, such as working with costs at header and line level, and importing cost lines from Excel. Further extensions are also expected in the area of alternative screen layouts and comparing invoices.
7. Best practices
- Use the switch to try out the redesigned view first with invoices containing many PO lines, before rolling it out more widely.
- Adjust the column layout to your preference once; this setting will be saved automatically for subsequent invoices.
- Collapse the header section when processing invoices with many lines, for optimal visibility.
8. Summary
- The redesigned invoice view improves performance for invoices with a large number of PO lines.
- Each user can switch between the old and redesigned screens using a switch.
- After switching to the redesigned view, PO lines can no longer be displayed in the old view. This is intentional, in order to preserve the performance improvement of the new view.
- The lines are displayed with pagination, resulting in faster loading times.
- The header section can be collapsed to create more space on the screen.
- Columns can be customised and the layout is saved automatically.
- All icons have been redesigned and validations have been improved and made more clearly visible.
- The PO lookup can be refreshed with one click and lines can be selected per filtered order.
- The search screen for outstanding orders has been redesigned and displays additional columns, and amount fields are only recalculated after leaving the field.
- The rollout takes place in phases, with increasing functionality in the redesigned view.