This guide explains the use of the purchase invoice list view and how to filter it to obtain the desired results. Invoices can be searched using various search criteria, and listings can be modified and filtered with different settings. The user can select the columns to be displayed and list invoices according to the search criteria.
CONTENTS
The purchase invoice list opens with at least read access to the accounts payable views and lists, but this does not yet allow you to open invoices from invoice numbers. To open them, you must also have at least read access to the basic functions of accounts payable, and to open the supplier, you must have at least read access to supplier management. With read access, no changes can be made. You can access the purchase invoice list: (Purchases > Purchase invoices > Purchase invoice list)
On the top of the page, you can see the search criteria that you can use to find the desired purchase invoices. Purchase invoices can be searched, for example, by invoice status, supplier, handler, and invoice/due/payment dates. The searched invoice list can be further refined and processed using the settings next to the invoice list.
To show all purchase invoices without search criteria, leave all filters empty before retrieving the list.
The number of invoices matching the search criteria is displayed next to the button and 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.
Once all desired search criteria have been entered, the invoices matching the criteria can be listed with the button. The options on the left side of the screen can be used to further narrow the search criteria. The "Show columns" button allows you to display additional desired columns in the list. After this, you need to press the "Update selections" button. Next to the "Update selections" button, there is also a choice in the downward triangle, "Restore defaults." This will return the default view, and the user's modifications will disappear. This can be used, for example, as a help if the view has been defined so that not all necessary invoices are visible by default.
The functions of the invoice list and its settings work in the same way as in the accounts payable view. The headings of the invoice status can be minimized to clarify the listing by clicking the heading with the mouse. In addition, the search can be narrowed from the "Show only" section. For foreign invoices, the country is retrieved 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.
From the settings, you can select the columns to be displayed in the invoice table. If columns in the invoice list are added or removed from view, the view must be updated with the "Update selections" button.
Invoice status column: This is visible if the user has one of the following:
- Accountant role
- Approver role
- Invoice payer role.
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
This searches the 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
- Contract ID
The invoice list can be exported from Netvisor as an Excel file. If the invoices do not appear in Excel, it is advisable to press the "Restore defaults" next to the "Update selections" button and then press "Update selections" again and then save the view again 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.
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.
FAQ
I accidentally deleted a purchase invoice. Can I restore the invoice to the ledger?
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.
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