Invoice inbox
/visma-net-erp/help/supplier-ledger/invoice-inbox
section
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# Invoice inbox
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View invoices
/visma-net-erp/help/supplier-ledger/invoice-inbox/view-invoices
page
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# View invoices
## Before you start
The [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) displays invoices with the statuses **New**, **Blocked**, or **Error** from AutoInvoice. A separate status box shows you the number of invoices with these statuses.
If you want to see all invoices, regardless of status, click the **Inquiries** button and select Invoice inbox - overview.
1. Go to the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) window.
1. The framed status box shows the number of invoices you have received from AutoInvoice, which have the status **New, Blocked,** or **Error**.
1. In the **Inbox status** drop-down list, the default status is **New**. Select the document status you want to see invoices for.
1. To filter by a specific supplier or invoice date, enter the desired information in the **Supplier** field or the **Invoice date** field. You can use both fields together for a more refined search. The filtered results will be instantly shown in the table.
1. To see details for a specific invoice, select the line in the table and click **View details**. The **Invoice details** window is displayed. For more information, see [View invoice details](/visma-net-erp/help/supplier-ledger/invoice-inbox/view-invoice-details/).
## What is next?
[Process new invoices from AutoInvoice](/visma-net-erp/help/supplier-ledger/invoice-inbox/process-new-invoices-from-autoinvoice/).
Related pages
Tasks
Windows
View invoice details
/visma-net-erp/help/supplier-ledger/invoice-inbox/view-invoice-details
section
This window is displayed when you have selected an invoice in the Invoice Inbox (AP50604S) or the Invoice inbox - overview (AP40106S) window and clicked the View details button.
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# View invoice details
This window is displayed when you have selected an invoice in the Invoice Inbox (AP50604S) or the Invoice inbox - overview (AP40106S) window and clicked the View details button.
For more information: [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/), [Invoice inbox - overview (AP40106S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-overview-ap40106s/).
+ The bottom section shows the invoice lines. Click the **Hide lines** button to hide or display the lines. By default, the lines are visible. Hiding the lines allows you to view more of the PDF invoice.
+ On the right side, the **Document details** panel is visible. This panel shows information about the invoice, including the different amounts.
+ In the **Approval - information and process area**, the **Action** drop-down list offers the following options: **Hold**, **Release**, **Exclude from processing**, and **Send to approval**. If you have a license for Approval, the default action is **Send to approval**; otherwise, the default is **Release**. For instance, you can hold the invoice to verify something and add a comment in the **Comment** field until the issue is resolved.
+ In the **Initial approver** drop-down list, you can select your preferred initial approver.
+ You can create an invoice from this location by clicking the **Create invoice** button. This will open the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. This feature is helpful when splitting an invoice to post amounts on different subaccounts or when invoice lines require approval from multiple approvers. To view the original document details, such as VAT information, click the **Inbox details** tab in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window.
+ Remember to click  to save any changes made in the **Invoice details** window or any related windows before clicking **Back** to close the window.
Related pages
Tasks
Windows
Correct invoices with errors
/visma-net-erp/help/supplier-ledger/invoice-inbox/correct-invoices-with-errors
section
If the Invoice Inbox (AP50604S) displays invoices with the Error status, it may be due to discrepancies in the amounts, such as rounding errors.
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# Correct invoices with errors
If the Invoice Inbox (AP50604S) displays invoices with the Error status, it may be due to discrepancies in the amounts, such as rounding errors.
For more information: [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/).
These errors are common when dealing with scanned invoices and usually result in minor differences.
1. Go to the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) window.
1. Select **Error** in the **Inbox status** field. This will display invoices with errors in the table.
1. To correct an invoice with a reference number and a minor error, such as a rounding difference, select the line and click the **Validate manually** button. This will change the invoice's status from **Error** to **Manually validated**. You can then manage it like other invoices in the [Invoice inbox - overview (AP40106S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-overview-ap40106s/).
1. To make corrections to the invoice before validating it, click on the invoice's reference number. This will open the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window.
1. Make your changes and click **Release**. -- or --- click  and then **Send to approval**.
Related pages
Tasks
Windows
Process new invoices from AutoInvoice
/visma-net-erp/help/supplier-ledger/invoice-inbox/process-new-invoices-from-autoinvoice
section
2026-02-19T17:09:06+01:00
# Process new invoices from AutoInvoice
## Before you start
You can set a default action for the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/). For more information, see [Change the default action for the Invoice inbox](/visma-net-erp/help/supplier-ledger/invoice-inbox/change-the-default-action-for-the-invoice-inbox/).
1. Go to the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) window.
1. In the **Inbox status** field, the default status is **New** and you see all invoices that have come in from AutoInvoice. If you have just worked on invoices with other statuses, select **New**.
1. If you want to process all the new invoices in the inbox, click **Process all**. -- or -- If you want to process selected invoices, select the check boxes for the invoices you want to process, and click **Process**.
1. The invoices are processed according to the action defined in the **Action** column. After processing, you see the  and your invoices are assigned a reference number.
To see all invoices, regardless of status, click the **Inquiries** button and select **Invoice inbox - overview.**
> [!NOTE]
> **Conversion of attachments**: To be able to send invoices on flow, Visma Net converts all attachments to the PNG file format. If the attachment is not an image file, (for example a PDF, Word, Excel, or.txt file) the original document will be attached.
Related pages
Tasks
Windows
Update supplier details
/visma-net-erp/help/supplier-ledger/invoice-inbox/update-supplier-details
section
Once you enable supplier validation in the Supplier ledger preferences (AP101000) window, you can modify supplier information in the Invoice Inbox (AP50604S) or Invoice Inbox - overview (AP40106S) windows.
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# Update supplier details
Once you enable supplier validation in the Supplier ledger preferences (AP101000) window, you can modify supplier information in the Invoice Inbox (AP50604S) or Invoice Inbox - overview (AP40106S) windows.
For more information: [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/), [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/), [Invoice Inbox - overview (AP40106S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-overview-ap40106s/).
The following procedure demonstrates an example of updating supplier details:
1. You have received an invoice in the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) where the supplier is recognised, but some information has changed or is missing, such as the bank account or the address.
1. On the invoice line, a warning symbol appears , and the **Supplier difference status** column displays the message **Supplier update is required**.
1. To update supplier information, click **Update supplier**. A dialog box will appear, displaying both old and new values for you to review before confirming or cancelling the update.
1. Click **Yes** to update all fields with the new values. Click **No** not to update and continue processing the invoice as usual. Upon updating one line for multiple invoices from the same supplier, the warning symbol will be removed from the remaining lines.
If the supplier is not recognised, you have to rematch the supplier, see: [Rematch invoice with unrecognised supplier details](/visma-net-erp/help/supplier-ledger/invoice-inbox/rematch-invoices-with-unrecognised-supplier-details/)
You can choose not to use the supplier validation both in the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) and the [Invoice inbox - overview (AP40106S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-overview-ap40106s/) windows.
Related pages
Tasks
Windows
Rematch invoices with unrecognised supplier details
/visma-net-erp/help/supplier-ledger/invoice-inbox/rematch-invoices-with-unrecognised-supplier-details
section
Once you enable supplier validation in the Supplier ledger preferences (AP101000) window, you can modify supplier information in either the Invoice Inbox (AP50604S) or the Invoice Inbox - overview (AP40106S) windows.
2026-02-19T17:09:06+01:00
# Rematch invoices with unrecognised supplier details
Once you enable supplier validation in the Supplier ledger preferences (AP101000) window, you can modify supplier information in either the Invoice Inbox (AP50604S) or the Invoice Inbox - overview (AP40106S) windows.
For more information: [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/), [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/), [Invoice Inbox - overview (AP40106S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-overview-ap40106s/).
Below are examples of situations where updating supplier details may be necessary:
## Rematch one invoice with an unrecognised supplier
1. You have received an invoice in the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) where the supplier is not recognised, and the invoice line has the status **Blocked**. This issue may be due to a missing organisation number or an incorrect bank account number. Since you know that the supplier exists in the system, you need to rematch the invoice with the correct supplier information.
1. In the **Supplier no.** column for the line, select the ID for the supplier that matches the supplier on the invoice.
1. Click . The invoice line gets the status **New** and a warning is displayed.
1. On the invoice line, you see the warning symbol , and in the **Supplier difference status** column, you see the message **Supplier update is required**.
1. To update the supplier information, click **Update supplier**. A dialog box is displayed, with the old and the new value, so that you can check them before you confirm or cancel.
1. Click **Yes** if you want to update all fields with the new values. Click **No** if you do not want update and go back to processing the invoice normally. You can choose not to make the supplier validation both in the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) and the [Invoice inbox - overview (AP40106S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-overview-ap40106s/) windows.
## Rematch several invoices form the same supplier with unrecognised details
1. Imagine you have received 10 invoices from the same supplier in the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/), but the supplier is not recognised, and the invoice lines are marked as **Blocked**. This could be due to a missing organisation number or an incorrect bank account number. Since you know the supplier exists in the system, you need to re-associate the invoice with the correct supplier.
1. On the invoice lines, you see the warning symbol , and in the **Supplier difference status** column, you see the message **Supplier update is required**.
1. In the **Supplier no.** column of the **first** line, choose the supplier's ID that corresponds to the one on the invoice. The system will automatically populate other lines with the same imported supplier reference number if the **Supplier no.** field is empty. Note that you can assign different supplier numbers to each line.
1. Click . The invoice lines get the status **New** and a warning is displayed.
1. To update supplier information, click **Update supplier**. A dialog box will appear, showing both old and new values for you to review before confirming or cancelling the update.
1. Click **Yes** to update all fields with the new values. Click **No** to cancel the update and continue processing the invoice as usual. You can choose to disable supplier validation in both the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) and the [Invoice Inbox - Overview (AP40106S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-overview-ap40106s/) windows.
Related pages
Tasks
Windows
Ignore supplier validation
/visma-net-erp/help/supplier-ledger/invoice-inbox/ignore-supplier-validation
section
If you have selected supplier validation in the Supplier ledger preferences (AP101000) window, you can update or ignore the supplier details in the Invoice Inbox (AP50604S) and Invoice inbox - overview (AP40106S) windows.
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# Ignore supplier validation
If you have selected supplier validation in the Supplier ledger preferences (AP101000) window, you can update or ignore the supplier details in the Invoice Inbox (AP50604S) and Invoice inbox - overview (AP40106S) windows.
For more information: [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/), [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/), [Invoice inbox - overview (AP40106S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-overview-ap40106s/).
The steps below provide an example of a situation where the system suggests an update, but you want to ignore it.
1. You have received an invoice in the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) with the status **New**. The supplier is either recognised or unrecognised, and some information has changed or is missing, for example, the bank account or the address.
1. On the invoice line, you see the warning symbol , and in the **Supplier difference status** column, you see the message **Supplier update is required**.
1. To avoid updating data according to the supplier validation, click **Ignore supplier validation**.
If you have selected **Ignore supplier validation** in the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) or [Invoice inbox - overview (AP40106S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-overview-ap40106s/) window, you can undo your selection in the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window later: On the **General settings** tab, go to the **Invoice import settings** section and select **Ignore validation during import of invoices.**
Related pages
Tasks
Windows
Create a new supplier for a blocked invoice
/visma-net-erp/help/supplier-ledger/invoice-inbox/create-a-new-supplier-for-a-blocked-invoice
section
To unblock an invoice, you must either select an existing supplier or create a new one, as the invoice is blocked due to the supplier not being recognised.
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# Create a new supplier for a blocked invoice
To unblock an invoice, you must either select an existing supplier or create a new one, as the invoice is blocked due to the supplier not being recognised.
1. Go to the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) window to create a new supplier for a blocked invoice.
1. Click the **Create supplier** button. The [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window is displayed and the information from the supplier's invoice is automatically filled in.
1. Add information about the supplier. For details, see [Create a supplier](/visma-net-erp/help/supplier-ledger/suppliers/create-a-supplier/).
1. Click  before closing the window or click **Save and close**. If you add or modify details in step 2, the table in the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) window will display a check mark in the **Edited** column, indicating that changes have been made to the invoice.
1. Click .
Related pages
Tasks
Windows
Connect a supplier to a blocked invoice
/visma-net-erp/help/supplier-ledger/invoice-inbox/connect-a-supplier-to-a-blocked-invoice
section
To unblock an invoice, you must either select an existing supplier or create a new one, as the invoice is blocked due to the supplier not being recognised.
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# Connect a supplier to a blocked invoice
To unblock an invoice, you must either select an existing supplier or create a new one, as the invoice is blocked due to the supplier not being recognised.
1. Go to the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) window.
1. In the **Inbox status** drop-down list, select **Blocked** from the drop-down list. The system displays all blocked invoices.
1. Select the invoice line you wish to correct by clicking on it.
1. If you are aware that the supplier is registered in your system, activate the **Supplier no.** column by double-clicking on it and click  to select the supplier. The **Imported supplier reference** column provides information from the supplier's invoice, such as their name, to help you identify the supplier.
1. Click .
Related pages
Tasks
Windows
Change the default action for the Invoice inbox
/visma-net-erp/help/supplier-ledger/invoice-inbox/change-the-default-action-for-the-invoice-inbox
section
2026-02-19T17:09:06+01:00
# Change the default action for the Invoice inbox
1. Go to the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window.
1. On the **General information** tab, find the **Invoice inbox settings** section.
1. In the **Default action for invoice inbox** drop-down list, select one of these actions: **Hold**, **Release**, **Send to Approval**, or **Exclude from processing**. For a description of each alternative, click [/visma-net-erp/to-be-deleted/online-help/p2p/ap/ap101000-inbox-actions-pop-up-reference/](/visma-net-erp/to-be-deleted/online-help/p2p/ap/ap101000-inbox-actions-pop-up-reference/).
1. Click . In the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/) window, you will now see that the default action for invoices has been changed.
View invoices in the Invoice inbox - overview
/visma-net-erp/help/supplier-ledger/invoice-inbox/view-invoices-in-the-invoice-inbox-overview
page
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# View invoices in the Invoice inbox - overview
## Before you start
The [Invoice inbox - overview (AP40106S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-overview-ap40106s/) window displays invoices from AutoInvoice with all statuses: **New**, **Blocked, Sent for Approval, Validated, Manually validated**, **Deleted**, and **Error**.
If you want to see only the invoices that have the statuses **New**, **Blocked**, or **Error**, go to the [Invoice Inbox (AP50604S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-ap50604s/).
1. Go to the [Invoice inbox - overview (AP40106S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/invoice-inbox-overview-ap40106s/) window.
1. In the **Inbox status** drop-down list, the default status is **New.** Select **View all** to see all, or select the document status you want to see invoices for.
1. To filter on a specific supplier or on a specific invoice date, use the **Supplier** field or the **From date** and **To date** fields. You can also combine them. Visma Net immediately displays your results in the table.
1. Optional: To see details for a specific invoice, select the line in the table and click **View details**. The **Invoice details** window is displayed. For more information, see [View invoice details](/visma-net-erp/help/supplier-ledger/invoice-inbox/view-invoice-details/).
1. Optional: If you click **Update supplier** for a specific invoice in the table, you can [update the supplier's details](/visma-net-erp/help/supplier-ledger/invoice-inbox/update-supplier-details/). A dialog box is displayed, where you can make your changes.
1. Optional: If the supplier is either recognised or unrecognised, and some information has changed or is missing, for example, the bank account or the address, you can click **Ignore supplier validation** to avoid updating the data. For more information, see [Ignore supplier validation](/visma-net-erp/help/supplier-ledger/invoice-inbox/ignore-supplier-validation/).