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 with at least read access to the accounts payable views and lists. Note that this does not yet allow you to open invoices from invoice numbers. To open an invoice, you need at least read access to the basic functions of accounts payable. To open vendor information, you need at least read access to vendor management. With read access, you cannot make changes.
Search for the desired purchase invoices using the search criteria visible at the top of the page. Search purchase invoices, for example, by invoice status, vendor, handler, and invoice/due/payment dates. Further refine and handle the searched invoice list using the settings next to the invoice list after the search.
List all invoices by leaving all filters empty before retrieving the list.
Check the number of invoices matching the search criteria next to the button. The number updates whenever the search criteria are changed.
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 reviewed.
- Unposted: Retrieves invoices that have not yet been posted.
To list and filter invoices, proceed as follows:
- Enter the desired search criteria.
- List the invoices matching the criteria with the button.
- Further narrow the search criteria using the options on the left side of the screen.
- Select additional desired columns for the listing from 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 as a help 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, note that 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.
Select the columns to be displayed in the invoice table from the settings. If you add or remove columns from the invoice list view, update the view with the Update selections button.
Check, for example, from Invoice basic data with the "Channel" selection, 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 reviewed or approved or circulated to anyone for review or approval.
- Invoices in process: Invoices that include the user as a reviewer or approver.
- Invoices ready for payment: 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 review/approval circulation.
- Invoices that can be processed: Shows only those invoices that I can currently process. For example, I am the next reviewer 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 supplier'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
Search information from the following fields with this function:
- 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
- Contract ID
Export the invoice list 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 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 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: 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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