This guide provides instructions on how to use the open sales invoices view to manage and review accounts receivable. The guide includes the use of search functions, column definitions, invoice grouping and processing, as well as Excel export functions.
CONTENTS
Open sales invoices
Open sales invoices provide the user with an accounts receivable view through the following function: Sales > Invoicing > Open sales invoices.
Total receivables
In the accounts receivable view, a "Total receivables" graphic opens at the top of the page, showing the status of sales receivables either in Graph or Table form. In the upper right corner of the view, the user can choose how they want the information to be displayed.
Basic search
In the search field below the graph, you can search for sales invoices based on invoice number, reference number, customer, or business ID. The basic search can be refined from the dropdown menu on the right side of the search field.
- Select one or more search terms from the dropdown menu on the right side of the search field.
- Review the listed sales invoices that match the selected search criteria.
- Keep the search window open when you want to use the selected search criteria.
- Close the search window when you want to use the basic search without separate search factors.
"Extended search"
This functionality is also found in the customer listing and sales invoice list. Based on the search, desired information or search combinations can be retrieved.
- Press the "+" button when you want to add fields to the search.
- Press the "-" button when you want to remove fields from the search.
- Press "Remove search criteria" when you want to remove all information from the search.
- Press "Clear search criteria" when you want to clear the search data but leave the search fields visible.
- Press "Save changes" when you want to save the search for later use and give the search a name.
The extended search Free specification retrieves information from invoices in the following fields:
- Our reference
- Your reference
- Text before and text after invoice rows
- Internal additional information
- Row specifications
"Show columns"
The "Show columns" function allows you to define what information is displayed in the sales invoice list.
- Open the "Show columns" function.
- Tick the information you want to be visible in the sales invoice list.
- Finally press the "Update view" button.
- Review the sales invoice list, which now shows the selected information.
- Take advantage of the fact that the selections are saved and remain the same when you return to the view.
There are a few things to note and that facilitate use related to columns:
- Payment plan (selected from the "Payment information" section): The list view shows whether the invoice has a payment plan or not. The link takes you directly to the plan itself.
- Allocated credits (selected from the "Payment information" section): Payments and credits recorded on the invoice are separated. For example, when grouped by customer, you can see the overall situation of that customer: how much of the invoices sent to the customer have been paid and how much has been credited.
- Previous sending channel (selected from the "Sending information" section): The view shows how the invoice was last sent. This helps, for example, in error situations where the customer reports that the invoice has not been received.
"Group"
The "Group" function allows you to define the basis for grouping the list. By default, the grouping is by invoice status, but invoices can also be grouped by customer.
- Open the "Group" function.
- Select the grouping basis, for example invoice status or customer.
- If necessary, press "Update view" so that the grouping is updated.
"Update view"
The "Update view" button updates the accounts receivable view according to the column and grouping selections made.
- Make the desired selections for columns and grouping.
- Press "Update view" so that the view is updated according to your selections.
"Restore defaults"
The "Restore defaults" button restores the default settings and selections.
- Press "Restore defaults" when you want to restore the view to its original settings.
"Save"
"As Excel file": If desired, the search result can be exported to Excel. It takes all possible columns to Excel, even if they are not selected for the view.
- Press "As Excel file" when you want to export the search result to Excel with all possible columns.
"Selected as Excel file": Saves the columns selected for the view to an Excel file.
- Press "Selected as Excel file" when you want to export only the columns selected for the view to Excel.
Row-specific action buttons
This button allows you to process an individual invoice.
- Select the desired invoice from the list.
- Press the row-specific action button when you want to process that invoice.
The above-mentioned invoice-specific actions can also be performed on multiple invoices at once. This is done by selecting the desired invoices. As invoices are selected, action buttons at the bottom of the page are activated according to what actions can be performed on the invoices.
- Select multiple invoices from the list when you want to process them at once.
- Review the action buttons that are activated at the bottom of the page.
- Select the desired action for the selected invoices.
"Invoice actions"
The "Invoice actions" function allows you to select the desired action for multiple invoices at once.
- Select multiple invoices from the list.
- Press "Invoice actions".
- Select the desired action for the selected invoices.
"Process invoices"
The "Process invoices" function allows you to process one invoice or multiple invoices in a batch regardless of the invoice status.
- Select one or more invoices from the list.
- Press the "Process invoices" button.
- Review the window that opens.
- In the window, press "Move to sending view" when you want to take the selected invoices further to the sending process view.
"Process overdue"
Through the "Process overdue" button, you can select overdue invoices for processing. Overdue invoices can be reprocessed as invoices, sent as overdue notices in Netvisor, or transferred to collection.
- Press "Process overdue" when you want to process overdue invoices.
- Select the overdue invoices to be processed.
- Select whether you will reprocess the invoices as invoices, send them as overdue notices, or transfer them to collection.
Frequently asked questions
Can sales invoice lines be exported to Excel?
Sales invoice lines cannot be directly exported to Excel through the program. However, you can manually copy the invoice lines with the mouse and paste them into Excel, where they retain their format quite well.
How do I open the open sales invoices view?
You can open the view by selecting Sales > Invoicing > Open sales invoices.
How do I refine the search in open sales invoices?
You can refine the basic search from the dropdown menu on the right side of the search field or use the "Extended search" function, where you add search fields with the "+" button and remove them with the "-" button.
How do I choose which columns are shown in the sales invoice list?
You can define the visible columns with the "Show columns" function, tick the desired information and press "Update view". The selections are saved for the next time you use the view.
How do I group open sales invoices?
You can use the "Group" function and select the grouping basis, such as invoice status or customer, and update the view according to your selections.
How do I export open sales invoices to Excel?
You can export the search result to Excel with the "As Excel file" function, which exports all possible columns, or with the "Selected as Excel file" function, which exports only the columns selected for the view.
How do I process multiple invoices at once?
You can select multiple invoices from the list, use the "Invoice actions" function or the "Process invoices" button and select the desired action for the selected invoices.
Keywords: open sales invoices, accounts receivable, basic search, extended search, grouping, Excel export, invoice processing.
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