This guide explains the use of the purchase invoice list view and how to filter it to obtain the desired results. The guide covers searching invoices using various search criteria, as well as modifying and filtering listings with different settings.
You can open the view by selecting Purchases > Purchase invoices > Purchase invoice list.
CONTENTS
Open the purchase invoice list when the user has at least read access to the Accounts payable views and lists. In the view, you cannot open invoices from invoice numbers if the user does not have at least read access to the basic functions of Accounts payable. Opening vendor information requires at least read access to vendor management. With read access, you cannot make changes.
The purchase invoice list shows the invoices that are retrieved using the search criteria visible at the top of the page. You can search invoices, for example, by invoice status, vendor, handler, and invoice, due, and payment dates. You can further filter and handle the retrieved invoice list using the settings next to the invoice list.
The listing shows all invoices when you leave all filters empty before retrieving the list.
The number of invoices matching the search criteria is shown next to the button. The number is updated whenever you change the search criteria.
Invoice status
- Open: Retrieves all invoices that are not fully paid.
- Overdue: Retrieves invoices whose due date is in the past.
- Paid: Retrieves fully paid invoices.
- Posted: Retrieves invoices that have been posted and have a voucher.
- Pre-posted: Retrieves invoices that have already been posted but do not yet have a voucher. The voucher will appear when the invoice is under factual verification.
- Unposted: Retrieves invoices that have not yet been posted.
To list and filter invoices, proceed as follows:
- Enter the desired search criteria in the fields at the top of the page.
- List the invoices matching the criteria by pressing the search button for the listing.
- Further narrow the search criteria using the options on the left side of the screen.
- Select additional desired columns for the listing by pressing the Show columns button.
- Press the Update selections button after selecting columns.
- If necessary, restore the default view by selecting Restore defaults from the downward triangle next to the Update selections button. Use this if you have defined the view so that not all necessary invoices are visible by default. Note that user modifications will disappear upon restoration.
Use the functions of the invoice list and its settings in the same way as in the Accounts payable view.
- Minimize the invoice status headings to clarify the listing by clicking the heading with the mouse.
- Narrow the search from the Additionally show only section.
For foreign invoices, the country is retrieved based on the vendor's bank account. If a foreign vendor has a Finnish bank account in the information, the invoice is considered a domestic invoice.
The columns displayed in the invoice table are shown according to the settings. If you add or remove columns from the invoice list view, update the view by pressing the Update selections button.
From Invoice basic data, with the selection "Channel", you can see whether the invoice arrived as an e-invoice, through the scanning service, or was created manually.
Invoice status column is visible if the user has one of the following roles:
- Accountant
- Approver
- Invoice payer
Select displayed
- New invoices: Shows invoices that are in the new invoice status. These have not yet been under factual verification or approved or circulated to anyone for factual verification or approval.
- Invoices in process: Shows invoices in which the user is included as a factual verifier or approver.
- Invoices ready for payment: Shows invoices that have been approved but not yet sent for payment.
- Rejected invoices: Shows invoices that have been rejected in circulation.
Additionally show only
- Invoices assigned to me: Shows only those invoices that have been assigned to the user in the factual verification / approval circulation.
- Invoices that can be processed: Shows only those invoices that the user can handle at the moment. For example, the user is the next factual verifier in the circulation who should check the invoice.
- Invoices with cash discount: Shows invoices with a cash discount in the payment terms.
- Domestic invoices: Shows only invoices that are domestic.
- Foreign invoices: Shows invoices where the vendor's country is something other than Finland.
- 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.
- Not re-invoiced: Shows invoices that have not been re-invoiced as a sales invoice.
Limit with search word
This 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
- Contract ID
The invoice list can be exported from Netvisor as an Excel file. Proceed as follows if the invoices do not transfer to Excel:
- Press Restore defaults next to the Update selections button.
- Press Update selections again.
- Save the view again to Excel.
Select Save as Excel file when you want to export all existing fields to Excel, including those not visible on the screen.
Select Selected as Excel file when you want to export only the fields visible on the screen to Excel.
If there are two invoices from the same vendor 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 vendor in the Accounts payable 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.
Frequently asked questions
Q: How do I open the purchase invoice list view?
A: You can open the view by selecting Purchases > Purchase invoices > Purchase invoice list. The view opens when you have at least read access to the Accounts payable views and lists.
Q: Why can I not open an invoice from the invoice number in the purchase invoice list?
A: Opening an invoice from the invoice number requires at least read access to the basic functions of Accounts payable. With read access only to the Accounts payable views and lists, you can view the list but not open invoices.
Q: How do I list all purchase invoices without filters?
A: Leave all search criteria and filters empty and retrieve the listing. The purchase invoice list will then list all invoices.
Q: How do I filter the purchase invoice list view if I want to see only overdue invoices?
A: Select Overdue as the invoice status or use the Additionally show only section and select Overdue invoices. Then retrieve the listing.
Q: How do I select which columns the purchase invoice list shows?
A: Open the column selections by pressing Show columns, select the desired columns, and press Update selections. The view will be updated according to your selections.
Q: Why do I not see the Invoice status column in the purchase invoice list?
A: The Invoice status column is visible only if the user has the role of Accountant, Approver, or Invoice payer. If you do not have any of these roles, the column is not shown.
Q: How do I export the purchase invoice list to Excel?
A: Select either Save as Excel file if you want to export all existing fields, or Selected as Excel file if you want to export only the fields visible on the screen. If the invoices do not transfer to Excel, press Restore defaults, then Update selections, and save the view again to Excel.
Q: How does the system identify domestic and foreign invoices?
A: The system retrieves the country based on the vendor's bank account. If a foreign vendor has a Finnish bank account in the information, the invoice is considered a domestic invoice.
Q: What does the notification "There is already another invoice from the same vendor in the Accounts payable with the same number" mean?
A: The notification appears if there are two invoices from the same vendor with the same invoice number in the same fiscal year. The program compares the invoice and fiscal year primarily based on the invoice posting date, and if the posting date is not defined, the invoice date is used for the comparison.
Q: I accidentally deleted a purchase invoice. Can I restore the invoice to the ledger?
A: No trace is left of a deleted invoice, and a deleted invoice cannot be restored to the ledger. If the invoice came through Maventa, you can try to search for the invoice in the Maventa account.
Keywords: Purchase invoice list, Accounts payable, Invoice status, Search criteria, Excel, Columns, Reporting
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