Invoice inbox - overview (AP40106S) | Visma Net ERP | Visma Software Nordic Documentation

This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes.

What to do from this window

View invoices in the Invoice inbox - overview

The top part

Branch ID

The ID of the branch you want to see purchase documents for.

Inbox status

If you want to see documents that have a specific status, select one of the following values. The default status is New.

View all: Displays documents with all statuses.
New: Displays all documents with the status New.
Blocked: Displays supplier documents that come from a supplier who is not registered in Visma Net.
Sent for Approval: Displays all documents that have been sent to Approval.
Validated: Displays all documents with the status Validated.
Manually validated: Displays all documents that have been manually validated.
Deleted: Displays all documents with the status Deleted.
Error: Displays all documents with the status Error.

Supplier

The name of the supplier you want to see supplier documents for.

From date

The period from which you want to see documents in this overview.

To date

The period until which you want to see documents in this overview.

The table

The columns in the table display information about each of the documents in this window.

View details (button)

Click View details to see further details about a specific document in the table. The document is opened in the Invoice details window, where you can see its PDF version and also the document details and the approval information.

Update supplier (button)

Click this button to update the supplier’s details in Visma Net with changed details from the incoming document.

Ignore supplier validation (button)

Click this button if you do not want to update the supplier’s details in Visma Net with the new information from the incoming document.

Default column headings

Branch

The ID of the company branch whose invoice status you want to view.

Action

The processing action planned for the listed documents. Available actions are:

Hold - Creates a purchase document with the status set to Hold.

Release - Creates a purchase document with the status set to Open, if Automatically post on release is selected in the Supplier ledger preferences (AP101000) (this is the default action in Visma Net ).

Send to Approval - Creates a purchase document with the status Balanced which is sent to Approval.

Pre-book - Creates a purchase document with the status Pre-released and requires an expense reclassification. This status is only used if the Support for expense reclassification functionality is activated.

Pre-book and send to Approval - Creates a purchase document with the status Pre-released, which requires expense reclassification (this status is available if Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window), and which is then sent to Approval.

Exclude from processing - a purchase document is nor created or processed, it remains in the Invoice Inbox (AP50604S) window.

Origin

How the invoice has been imported to Visma Net. The options are Scanned and Electronic.

Inbox status

The status of the document after arrival or last processing in the Invoice Inbox (AP50604S) window.

Statuses before processing/editing

New: – a new supplier document that has been received in the Invoice Inbox (AP50604S).
Blocked: a new supplier document received in the Invoice Inbox (AP50604S) from an supplier without a record in Visma Net

Statuses after processing/editing

Sent to Approval: – The supplier document has been processed and sent to Approval. The supplier document is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window.
Rejected in Approval: The supplier document has been rejected in Approval.
Validated: The supplier document has been processed and validated. The supplier document is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window.
Manually validated: The supplier document has been manually validated. The supplier document is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window.
Deleted: – The supplier document has been deleted. The supplier document is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window.
Error: – When the supplier document was processed, the system returned an error.

Approval status

The status of the document in the Approval workflow. The status of an existing document can be one of the following:

View all: View documents with all approval statuses.
New: View documents with the status New.
Cancelled: View documents with the status Cancelled in Approval. This is the status after you have clicked Cancel (the Send to Approval button changes to Cancel when you have sent a document to Approval ).
Sent to Approval: View documents with the status Sent to Approval.
Received in Approval: View documents with the status Received in Approval.
Pending: View documents with the status Pending. This status is displayed when documents are on a valid approval flow and are pending approval.
Rejected: View documents that have been rejected by Approval.
Approved: View documents with the status Approved. This status indicates that the document has been approved and you can now release documents that are ready to be paid. In the Supplier ledger preferences (AP101000) window, you can set up automatic release of approved documents.
Active workflow: View documents with the status Active workflow. This status is displayed only during a brief system check, to find out whether the settings for sending documents to Approval are correct
Error: The document encountered an unspecified error. Please try again.

Invoice status

The status of the supplier document. The status of an existing document can be one of the following:

On hold: The document is On hold.
Balanced: The document has the status Balanced.
Voided: View only documents with the status Voided.
Scheduled: The document has the status Scheduled. You can schedule documents in the Purchase invoices (AP301000) window.
Open: The document has the status Open.
Closed: The document has the status Closed.
Printed: The document has the status Printed.
Pre-released: The document has the status Pre-released. Documents get this status if you have clicked Pre-book in the Purchase invoices (AP301000) window
Pending approval: The document has the status Pending approval.
Rejected: The document has the status Rejected.
Reserved: The document has the status Reserved.
Pending printing: The document is pending printing.

Supplier no.

The supplier specified on the document, by its ID.

Supplier name

The supplier’s name on the purchase document.

Imported supplier reference

The supplier reference on the purchase document, as received in the Invoice Inbox (AP50604S) window.

Invoice no.

The document number on the purchase document, as received in the Invoice Inbox (AP50604S) window.

Supplier contact

The supplier contact (name), as imported with the purchase document.

Ref. no.

The number that identifies the purchase document in the system, as generated by the system according to the number series assigned to documents of this type in the Supplier ledger preferences (AP101000) window.

Currency ID

The currency of the document on the line.

Created date

The date when the document was created.

Origin is scan

When this is marked, the invoice has been scanned into the system.

Scanned invoices: Calculate net amount based on VAT amount

When this is marked, the system calculates the net amount of the invoices based on their VAT amount in case the origin of the invoice is scan.

Import header amounts by VAT code

When this is marked, the system imports the header amounts of the invoices by their VAT code.

Create invoices with one line for each VAT rate

When this is marked, the system does not create an own line for each invoice, but one combined line for invoices with the same VAT rate.

Term ID

The unique ID for the payment terms used for the purchase document.

Invoice date

The date of the original document from Supplier ledger. You can change the date before releasing the document.

Due date

The date when payment for the document is due in accordance with the supplier’s payment terms.

Supplier bank account

The supplier’s bank account as registered in the Payment settings section on the Payment settings tab in the Suppliers (AP303000) window, or imported with the supplier document.

Supplier IBAN

The supplier’s IBAN number as registered in the Payment settings section on the Payment settings tab in the Suppliers (AP303000) window or imported with the purchase document.

Supplier BIC (Swift)

The supplier’s BIC (Swift) number as registered in the Payment settings section on the Payment settings tab in the Suppliers (AP303000) window or imported with the purchase document.

Balance

The balance of the purchase document after VAT (if inclusive) and the discount.

Total VAT taxable

The document total on the purchase document that is subject to VAT.

Total VAT exempt

The document total on the purchase document that is exempt from VAT.

Rounding diff.

The difference between the original document amount (including the VAT amount calculated by the system) and the rounded document amount (including the VAT amount modified by a user for VAT-inclusive items).

VAT total

The total payable VAT amount to be paid for the document.

Initial approver

The initial approver of the document as entered in the Invoice details window (the window that is displayed when you click View details in the Invoice Inbox (AP50604S).

Comment

Comment related to approval as entered for the document as entered in the Invoice details window (the window that is displayed when you click View details in the Invoice Inbox (AP50604S) window.

Arrival date

The arrival date of the document in the Invoice Inbox (AP50604S) window.

Processing date

The processing date o f the document in the Invoice Inbox (AP50604S) window.

Additional column headings

Account

The general ledger account assigned to the supplier or manually entered in the Invoice Inbox (AP50604S) window.

Currency rate

The currency rate used for this document.

Description

A description of the document, as imported with it.

Doc. type

The type of purchase document on the line. The document types are displayed as three-letter codes in this field, and can be explained as follows:

INV - invoice

ACR - Credit adjustment

ADR - Edit adjustment

CHK - Payment

VCK - Void payment

PPM - Prepayment

REF - Refund

PPR - Prepayment request

Credit note

A column that indicates whether the document is a credit note or not. Possible values are:

True - The document is a credit note.

False - The document is not a credit note.

Payment ref. no.

The payment reference number as entered on the document in the Purchase invoices (AP301000) window.

Status reason

The reason for the Inbox status Error for the document.

Supplier VAT registration ID

The supplier’s VAT registration ID, as registered on the Purchase settings tab in the Suppliers (AP303000) window.

Supplier corporate ID

The supplier’s corporate ID, as registered on the Purchase settings tab in the Suppliers (AP303000) window.

Supplier difference status

The status for the update process of possible differences between imported supplier details from the document, and the existing supplier details as registered in the Suppliers (AP303000) window. Possible statuses are:

Supplier is updated - the supplier details have been updated.
Supplier update is required - Click Update supplier to update the supplier’s details.
Supplier update is ignored - The incoming supplier details have been ignored.

Supplier email address

The supplier’s email address as registered on the General settings tab in the Suppliers (AP303000) window.

Supplier phone no.

The supplier’s telephone number as registered on the General settings tab in the Suppliers (AP303000) window.

Supplier web address

The address of the supplier’s website, as registered on the General settings tab in the Suppliers (AP303000) window.

Attachment errors

Here you see the names of the invoice attachments that cannot be imported. Invoices with attachment errors are automatically set to status On hold.

Retry attachment

If attachments are missing when an invoice sent from AutoInvoice, you can re-download the attachments when this option is selected.

Attachment retry count

The number of times the system tries to re-download the attachments.