Knowledge Base

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Invoice List View

The invoice list view is accessed from the Documents menu. From here you can:

  • Find, view and edit invoices 
  • Check the approval/workflow  status 
  • Select invoices for exporting
  • Batch change the approval/export status
  • Create new invoices
  • Import invoices

Whereas the Invoice Inbox is focused on processing invoices, this screen is the list of created and already processed invoices 

1

New Invoice

You can create a new invoice by clicking the “New Invoice” button or clicking “Create” at the top of the page, and Invoice. 

2

Choosing the displayed fields.

To change row density or customise columns click the ‘Edit table settings’ button to open the table settings side panel.

Row density can be set to ‘compact’, ‘default’ or ‘large’ using the buttons under the general settings heading.

The columns visible and the order of them will be set to the Zahara default initially. If these don’t fit your specific requirements you can change them on a per user basis. You can select or deselect from a range of possible options including all the “basic” columns and any “custom” columns your business may have.

Switch between basic and custom columns by clicking the tabs. Each column will have a switch to toggle it’s visibility. It is also possible to re-order them from left to right, however, custom columns will always come after your selected  basic columns.You can also re-order them (top -> bottom will read left -> right). To do this either select the column and use the arrows on the right or you can drag and drop columns into their new position.

3

Invoice Filter

There are a variety of ways in which you can filter the invoices in the list view to the ones you’re more specifically interested in.
The filter and search section can be toggled in and out of view using the ‘filter’ button on the far right of the toolbar. Within this section you have three filters available to you.

    • Date Range – This filter allows you to view only the invoices that fall between a specific range of dates.
    • Approval Status – Use this filter to select the approval status of the invoices you wish to view. You can select more than one status if required.
    • Export Status – Like approval status, you can use this filter to select the export status of the invoices you wish to view. This filter also accepts multiple selections.

These filters are not mutually exclusive. You can use any combination to target a more specific range of invoices. For example you could choose to view only invoices that have been ‘approved’ but ‘not exported’ that were created ‘this month’.You also have the option to search for specific invoices using the free text search field.

4

Open an Invoice

From the invoices list you can open any of the invoices by clicking on the Invoice Number. From there you will have access to the full range of actions for an invoice using the Document Actions menu.

5

Open a Purchase Order

Similarly to viewing invoices, you can also view any of the purchase orders associated to an invoice. To open a purchase order, click the desired purchase order number in the ‘purchase order number’ column.

6

View Supplier Details

If you wish to view the specific details of an invoice’s supplier you can click the supplier’s name for that invoice. This will open the ‘view suppliers’ screen.

7

View approval status

Clicking on the approval status of an invoice will open the ‘workflow progress’ sidebar. Here you will be able to see in more detail all of the workflows and their steps associated to that invoice.

Each workflow shows the steps involved and their status. You will also be able to see the approver(s) if the step requires user approval in the top right. Hover of the initials of an approver to reveal their full name in a tooltip.

Skipped steps will show as grey, whereas active steps will show with colour.

8

Batch Update Invoices

Those with the correct permissions can batch change invoices. Select or multiple select invoices and then click the update button:

The options available are: 

  • Invoice date 
  • Approval Status 
  • Export Status
9

Export invoices

The ‘Export’ button in the toolbar will export all selected invoices using your designated integration export type. (Your export type can be found by visiting Business Settings and clicking into the Integration tab.)

If you are exporting to a local file it will be downloaded by your browser.

If you export to Xero, QuickBooks Online, MYOB or SmartSync then we will get feedback from the accounts system if the invoice was received and posted correctly. The ‘export status’  for each exported invoice will be updated accordingly based on the response.

The export button has a drop down and if clicked you can choose an option: 

  • Export to the integration 
  • Export to CSV 
  • Export to PDF

The CSV export will provide you with all of the field values currently on display in the list view. 

The PDF export will package up the PDF of the invoice, together with the history. 

10

Deleting an Invoice

To delete an invoice, find it in the usual way. Edit the invoice. From the document actions menu, select Delete. This button will only be active if the user has invoice delete permissions.