The revamped invoice overview

The revamped invoice overview (Invoice v2) in AP Automation is the central place for reviewing and processing invoices. Icons show the due date, discount and claim status. Invoices can be filtered by attachments, the latest comment appears on mouse-over, and the overview can be exported to Excel.

1. Purpose of the invoice overview

The invoice overview within AP Automation provides a central place from which invoices are reviewed and processed during Procure to Pay’s invoicing process. This overview provides an at-a-glance view of which invoices require attention, the status of an invoice and which actions can be performed on multiple invoices at the same time.

The overview is primarily used for:

• Prioritising and processing outstanding invoices on a daily basis
• Identifying invoices with an approaching or passed due date
• Recognising invoices to which a payment discount applies
• Filtering, sorting and exporting invoice data

2. Access and permissions

Access to the invoice overview is linked to the existing permissions within AP Automation. A separate permission for the overview itself is not required; anyone with access to invoices within AP Automation will automatically see the revamped overview as soon as it has been activated for the environment.

Navigation path:

AP Automation → Invoices

3. Functionality overview

3.1 Status indicators and icons

Icons are displayed in various places in the overview to provide an at-a-glance view of an invoice’s status.

• Due date indicator: a warning icon is displayed next to an invoice whose due date is approaching or has passed.
• Discount indicator: when a payment discount applies to an invoice, this is indicated by a separate icon.

• Status icons: an invoice’s (claim) status, such as "Waiting for credit", is displayed with an icon. Pointing to this icon with the mouse displays an explanation. For the claim status, the icon is also colour-coded: green indicates that an invoice has been claimed or can be claimed, while orange indicates that an existing claim is being overridden.

3.2 Quick Access

A Quick Access section is available above the overview. These blocks provide direct insight into the number of invoices per category, allowing more targeted filtering without having to search through the full overview.

4. Working with the invoice overview

4.1 Navigation

Navigate to the overview via:

AP Automation → Invoices

4.2 Filtering invoices by attachments

The overview can be filtered based on whether an invoice has attachments.

1. Open the filter options

The filter options above the columns are opened.

2. Set the attachment filter

The "Attachments" filter is used to indicate whether only invoices with, or specifically without, an attachment should be displayed.

4.3 Viewing the latest comment via mouse-over

When a comment has been added to an invoice, this is indicated by an icon in the row. Moving the mouse over this icon displays the latest comment added without having to open the invoice.

4.4 Refreshing the overview

The refresh icon above the overview retrieves the invoice list again, so that the most up-to-date data is displayed without the page having to be fully reloaded.

4.5 Exporting the overview to Excel

The data from the overview can be exported to Excel.

1. Start the export function

The Excel icon above the overview is used to start the export.

2. Receive the export

The export contains the columns that are active in the overview at that time, taking any filters that have been set into account. The translation of column names is also applied automatically.

5. What has changed compared with the previous invoice overview

The invoice overview has been rebuilt on an improved technical foundation. This ensures more stable operation of the screen and makes it easier to add functionality to it in the future.

The following has changed compared with the previous version:

• The status indicators and icons (due date, discount, the "Waiting for credit" status and the colour coding of the claim status, see section 3.1) have been further developed and made more consistent.
• The attachment filter, viewing the latest comment via mouse-over, the refresh icon and exporting to Excel (see section 4) have been added as part of this revamp.
• The space between the Quick Access blocks has been increased, improving the readability of the numbers.

6. Best practices

• Use the due date and discount indicators to prioritise invoices with financial urgency.
• Use the Excel export instead of manually copying data when periodically sharing invoice data with colleagues or other departments.
• When in doubt about the "Waiting for credit" status, consult the tooltip before taking further action on the invoice.

7. Summary

• The invoice overview displays the due date, discount and claim status using colour-coded icons.
• Invoices can be filtered based on whether they have attachments.
• The latest comment added to an invoice is visible via mouse-over without opening the invoice.
• The overview can be refreshed manually and offers an export option to Excel based on the active columns and filters.
• The display of column headings, rows and sorting has been made consistent compared with earlier versions.
• The screen runs on an improved technical foundation, ensuring more stable operation and providing scope for future enhancements.