Purchases>Open Purchase Invoices
You can access this view if you have at least read rights to the basic functions and views of the purchase ledger. However, you cannot make any changes with these rights. Making changes requires editing rights to these two sections in the function-specific rights.
At the top of the purchase ledger, there is a summary of overdue invoices. You can expand this area (the blue area) by clicking on it. The view shows invoices that have become due in the past month, invoices that will become due within the next month and separately invoices that will become due within the month under cash discount
Show Columns Selection, What is Displayed in the View
The list view can be updated according to the search criteria.
With the Show Columns button, you can select the desired column selections to be included in the view. The view can be further limited by the user's own choices. Once the selections are as desired, they must be updated with the Update Selections button in the view. The change is saved for the specific user in the specific company. If you have rights to multiple companies, you can customize the open purchase invoices view to your liking for each company.
Open and Paid Field.
This is visible if the user has one of the following:
Accountant role
Approver role
Invoice Payer role.
Administrator rights
Purchase Order Allocations
If the company uses the purchase order section, the open purchase invoices view can show whether the purchase order and purchase invoice are matched. This selection is found under the show columns button.
Line Item Allocation Status: How many of the purchase invoice lines are allocated to the purchase order line.
Allocation Value Status: The tax-free value of the purchase order lines allocated to the invoice from the total tax-free value of the invoice.
Receipt Line Item Status: How many of the purchase order lines allocated to the purchase invoice have been received.
Receipt Value Status: The value of the received purchase order lines as a percentage of all purchase order lines allocated to the invoice.
Purchase invoices are listed in the middle of the view based on the search criteria according to the status of the purchase invoices: New Invoice, Under Review, In Approval, Approved. When a purchase invoice is paid and a payment is added to it either manually or automatically from the bank statement, it disappears from the open purchase invoices view and can be retrieved from the Purchase Invoice List. If the payment remains in error for some reason, this is shown in this view. By clicking the error icon, you can see the reason for the error. For example, Error in Payment: Payment was rejected, please resubmit the invoice for payment. If necessary, check with your bank for the reason for the rejection. (NARR :: Agreement missing.) This means that there is no valid payment traffic agreement in the company.
If the invoice is zero-sum, it disappears from the view by recording a zero-sum payment on the invoice.
If there is something to note on any invoice, this is shown in the view.
If the invoice has been processed using purchase invoice automation, this is shown in the view.
If there are two invoices from the same supplier with the same invoice number in the same fiscal year, a notification will appear on the invoice "There is already another invoice from the same supplier in the purchase ledger with the same number". The invoice and fiscal year comparison uses the invoice posting date if it is defined. Otherwise, the invoice date is used.
Additionally, the search can be limited from the show only section. For foreign invoices, the country is determined based on the supplier's bank account, so if a foreign supplier has a Finnish bank account in the information, the invoice is considered a domestic invoice.
Select Displayed
New Invoices: Shows invoices that are in the new invoice state. These have not yet been reviewed or approved or circulated to any individuals for review or approval.
Invoices in Process: Invoices that include you as a reviewer or approver.
Invoices Ready for Payment: Invoices that have been approved but not yet sent for payment.
Invoices in Payment: Shows invoices that have been sent for payment but have not yet been paid. An invoice is considered paid when a bank statement arrives after the due date that includes this payment and the invoice payment service agreement is in place with the bank.
Rejected Invoices: Shows invoices that have been rejected in circulation.
Additionally Show Only
Invoices Assigned to Me: Shows only those invoices that are assigned to the user in the review/approval circulation.
Invoices That Can Be Processed: Shows only those invoices that I can process at the moment. For example, I am the next reviewer in the circulation who should check the invoice.
Unallocated Invoices: Shows invoices that have not yet been allocated.
Cash Discounted Invoices: Shows invoices with cash discount terms.
Domestic Invoices: Shows only invoices that are domestic.
Currency Payments Only: Shows invoices where the currency is something other than euro.
Overdue Invoices: Shows invoices whose due date is in the past.
Invoices with Payment Prohibition: Shows invoices that have been given a payment prohibition.
Invoices I Can Pay or Confirm: Shows invoices I can pay or confirm. Confirmation requires that this is enabled in the sales and purchase ledger rights. This can prevent a situation where one person cannot directly pay invoices but requires a desired number of confirmations beforehand.
Not Re-invoiced: Shows invoices that have not been re-invoiced as sales invoices.
Limit with search word
This searches information from the following fields:
- Invoice Number
- Invoice Additional Information Field
- Supplier
- Reference Number
- Invoice Message Field
- Invoice Date
- Posting Date
- Due Date
- Discount Due Date
- Original Reviewer
- Invoice Reviewer
- Invoice Approver
- Voucher Number
- All Users in Circulation
- Invoice Total Amount
Invoices can also be filtered by the desired date, and the invoice view can be grouped by different statuses. Update selections save these changes. The listing can also be saved to Excel.
Save as Excel file exports all existing fields to Excel, including those not visible on the screen.
Selected as Excel file exports the fields visible on the screen to Excel.
Process Invoices in Bulk
Purchase invoices can be selected from the Open Purchase Invoices view multiple at a time and taken for processing, which can be accessed by clicking the Handle x Invoices button activated at the bottom of the view. The view opens the invoices, where depending on the invoice status and user rights, the invoices can be reviewed, approved, allocated, or paid one at a time, and move to the next selected invoice with the arrow button in the upper right corner.
Review/Approval of Invoices in Bulk
From the menu that opens next to the Process x Invoices button (arrow up), selected purchase invoices can also be reviewed and approved in bulk. The menu shows the selected invoices and their number, which can be reviewed or approved at once.
The person appears as a reviewer or approver if the invoice is not in a locked period (There must be no VAT lock, purchase ledger lock, or the fiscal year must not be closed). The person must be involved in the invoice circulation, or if no circulation is selected for the purchase invoice, the person must have the right to review/approve these invoices. Approval is also possible in bulk for invoices in a VAT locked period if the invoices already have a voucher.
NOTE! Allocation is not possible in bulk, but allocation must be done one invoice at a time. Bulk review/approval of purchase invoices does not perform allocation and create a voucher for the invoices, even if the user has allocation rights.
Payment is done through the send to payment button. The resend to payment button can be used, for example, to pay an invoice that initially remained in error again, if the reason for the error has been identified and corrected and the erroneous payment removed.
Transfer to Severa button, can be used to conveniently transfer the cost or re-invoicing information of purchase invoices received in Netvisor to Visma Severa for work. There is a separate instruction page for this.
Re-invoicing can create a sales invoice from a purchase invoice. There is a separate instruction page for this.
Executing Automation Rules for Invoices
If the company uses Automatic Processing of Purchase Invoices, the automatic processing can also be run for selected invoices directly in the Open Purchase Invoices view.
Purchases - Purchase Invoices - Automatic Processing
When automation is in use, a Run Automation Rules for Invoices button appears at the bottom of the Open Purchase Invoices view. If automation is not in use, this function is not displayed.
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