You can open the view by selecting Purchases > Open purchase invoices. This guide helps navigate and manage open purchase invoices. It covers view permissions, purchase invoice allocating, use of search criteria, bulk processing, and executing automation rules.

CONTENTS

Permissions for open purchase invoices

You can access this view if you have at least read rights to the basic functions and to the views and lists of the accounts payable. With these rights you cannot make any changes.

If you want to make changes, do the following:

  • Make sure you have editing rights to the basic functions of the accounts payable.
  • Make sure you have editing rights to the accounts payable views and lists.

Open purchase invoices view

At the top of the accounts payable, there is a summary of overdue invoices. The summary shows:

  • invoices that became due within the past month (1)
  • invoices that will become due within the next month (2)
  • invoices under cash discount that will become due within the month (3)

The summary area is shown in blue.

  • Expand the summary by clicking the blue area.

Limiting the view

With the Show columns selection you can define which columns are displayed in the view. The list view is updated according to the selected search criteria.

To limit the view with column selections, do the following:

  1. Click the Show columns button.
  2. Select the columns you want to display in the view. You can limit the view with your own selections.
  3. For example, in Invoice basic data select Channel to see whether the invoice arrived as an e-invoice, via the scanning service, or was created manually.
  4. When you have made the desired selections, click the Update selections button.

The updated selections are saved per user at company level. If you have rights to several companies, you can edit the Open purchase invoices view separately for each company.


From the Show columns selections the open and paid fields are visible if you have 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 a 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, the error is shown in this view with an error icon.

  • Click the error icon to see the reason for the error.

Example of an error notification: 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 payments traffic contract in the company.

If the invoice is zero-sum, it disappears from the view when you record a zero-sum payment on the invoice.

If there is a note on the invoice, the note 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 vendor with the same invoice number in the same financial period, a notification will appear on the invoice: "There is already another invoice from the same vendor in the accounts payable with the same number".

The invoice and financial period comparison uses the invoice posting date if it is defined. Otherwise, the invoice date is used.

Additionally, the search can be limited from the Additionally show only section. For foreign invoices, the country is determined based on the vendor's bank account. If a foreign vendor has a Finnish bank account, the invoice is considered a domestic invoice.

Select displayed 

In Select displayed you can limit which status invoices are shown:

  • New invoices: shows invoices that are in the New invoice status. These have not yet been factually verified, approved, or circulated to any individuals for factual verification or approval.
  • Invoices in process: shows invoices that include you as a factual verifier or approver.
  • Invoices ready for payment: shows 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 marked as paid. An invoice is considered paid when, after the due date, a bank statement arrives 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

In Additionally show only you can limit the view with more detailed criteria:

  • Invoices assigned to me: shows only those invoices that are assigned to you in the factual verification or approval circulation.
  • Invoices that can be processed: shows only those invoices that you can handle at the moment. For example, you are the next factual verifier in the circulation.
  • Unposted invoices: shows invoices that have not yet been posted.
  • Cash discounted invoices: shows invoices with cash discount terms.
  • Domestic invoices: shows only domestic invoices.
  • 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 you can pay or confirm. Confirmation requires that the function is enabled in the sales and accounts payable rights. This can prevent a situation where one person pays invoices directly without the required number of confirmations.
  • Not re-invoiced: shows invoices that have not been re-invoiced as sales invoices.

Limit with search word

The Limit with search word function searches information from the following fields:

  • Invoice number
  • Invoice additional information field
  • Vendor
  • Reference number
  • Invoice message field
  • Invoice date
  • Posting date
  • Due date
  • Discount due date
  • Original factual verifier
  • Invoice factual verifier
  • 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.

  • Select the desired date limits.
  • Select the desired grouping by status.
  • Click Update selections to save the changes.
  • Save the listing to Excel if needed.

Save as Excel file exports all existing fields to Excel, including those not visible on the screen.

Selected as Excel file exports only the fields visible on the screen to Excel.

Process invoices in bulk

You can process several purchase invoices at once from the Open purchase invoices view.

  1. Select the desired purchase invoices from the list.
  2. Click the Process x invoices button that is activated at the bottom of the view.

The processing view opens the selected invoices. Depending on the invoice status and your user rights, you can:

  • perform factual verification on the invoice
  • approve the invoice
  • post the invoice
  • pay the invoice

You can process the invoices 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

You can factually verify and approve selected purchase invoices in bulk from the menu next to the Process x invoices button.

  1. Click the arrow up button next to the Process x invoices button.
  2. Check in the menu which invoices are selected and their number.
  3. Select whether you will factually verify or approve all selected invoices at once.

A person appears as a factual verifier or approver if the following conditions are met:

  • the invoice is not in a locked period (no VAT lock, no accounts payable lock, the financial period is not closed)
  • the person is included in the invoice circulation or, if no circulation is selected for the purchase invoice, the person has the right to perform factual verification or approval for these invoices

Approval is also possible in bulk for invoices in a VAT locked period if the invoices already have a voucher.

The user can perform factual verification or approval of invoices via the Open purchase invoices view if they have factual verifier and/or approver rights in the sales and accounts receivable rights and editing rights to the accounts payable views and lists.

If the user also has only read rights to the basic functions of the accounts payable, they cannot perform factual verification directly from the invoice, but factual verification is possible via the Open purchase invoices view. In this way, the user cannot edit the invoice data but can still perform factual verification or approval.


Changing the factual verifier / approver in bulk.

You can change the factual verifiers or approvers of invoices in bulk if there is a tick in the sales and accounts receivable rights in the Purchase invoice approval circulation setter section.

  • You can change the factual verifier or approver only for invoices that already have a factual verifier or approver.
  • If the invoice has several factual verifiers and the invoice has not yet been factually verified by the person, you can change the desired factual verifier in the circulation to another.
  • If you only have the right to change the circulation and the invoice does not have a factual verifier or approver, the Handle invoice button will not be activated.


NOTE! Posting is not possible in bulk. Do the posting one invoice at a time. Bulk review/approval of purchase invoices does not perform posting or create a voucher for the invoices, even if you have posting rights.

Payment

Payment is done through the Send to payment button.

  • Send the invoice to payment by clicking Send to payment.
  • If the invoice has remained in error and the reason for the error has been identified and corrected and the erroneous payment removed, click the Resend to payment button to pay the invoice again.

Transfer to Severa

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 

Re-invoicing function 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. The automatic processing settings can be found by selecting 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.

You can execute automation rules for selected invoices as follows:

  1. Select, for example, all new invoices (section 1 in the image).
  2. Click Run automation rules for invoices (section 2 in the image).



Frequently asked questions

How do I access the Open purchase invoices view?
Select Purchases > Open purchase invoices from the main menu.

What rights do I need to edit open purchase invoices?
You need editing rights to the basic functions of the accounts payable and to the accounts payable views and lists. With read-only rights you can only view the information.

Why do I not see the open and paid columns?
The open and paid fields are visible in the Show columns selections only if you have the Accountant, Approver or Invoice Payer role, or Administrator rights.

Why is a paid invoice no longer visible in the Open purchase invoices view?
When an invoice is paid and a payment is added to it manually or from the bank statement, the invoice disappears from the Open purchase invoices view and can be found in the Purchase invoice list.

How can I process several invoices at once?
Select the desired invoices in the Open purchase invoices view and click the Process x invoices button at the bottom. You can then factually verify, approve, post or pay the invoices one at a time and move to the next with the arrow button.

Can I post invoices in bulk?
No. Posting is not possible in bulk and must be done one invoice at a time. The bulk function also does not create vouchers for the invoices.

What should I do if the payment is rejected with the error "Agreement missing"?
The error means that the company does not have a valid payments traffic contract. Check the contract status with your bank and resend the invoice to payment once the reason for the error has been corrected and the erroneous payment removed.

How do I limit the view with a search word?
Enter the search word in the Limit with search word field. The search targets, among other things, the invoice number, vendor, reference number, dates, factual verifiers, approvers and the invoice total amount.

How can I execute automation rules only for certain invoices?
Select the desired invoices (for example all new invoices) in the Open purchase invoices view and click the Run automation rules for invoices button at the bottom of the view. The function is visible only if Automatic processing of purchase invoices is in use.

How do I distinguish domestic and foreign invoices?
Use the Additionally show only selection and choose Domestic invoices or Currency payments only. For foreign invoices, the country is determined based on the vendor's bank account. If a foreign vendor has a Finnish bank account, the invoice is considered a domestic invoice.

Keywords

Open purchase invoices, accounts payable, Show columns, purchase order allocations, bulk processing, factual verification, approval, posting, payment, Send to payment, Resend to payment, Transfer to Severa, Re-invoicing, automation rules, Automatic processing of purchase invoices, Limit with search word, Select displayed, Additionally show only

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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