Invoice Opening and Processing
Mass Transfer
Mass Transfer Configuration Options
Summary Report
If the previous handler of the invoice has selected send by email on the invoice, the next handler will receive a notification about the invoices to be processed. The email notification will always arrive every six hours as a summary message. The summary message contains all the invoices for that handler which have been requested to be reported (send by email). Note! The invoice mentioned in the message may have already been processed before the message arrived; processing the invoice does not remove it from the notification email.
Invoice Opening and Processing
- Login to Purchase Invoices
- Navigate to Purchase Invoices – Approval pending view
- Open the invoice to be processed by clicking on the supplier's name in the row. The opened invoice will always appear in its own window. On the left side of the form, the details of the invoice are displayed, and on the right side of the window, you can see the invoice image.
- Fill in the required information on the invoice form, either by selecting the information from the field's dropdown menu, typing it directly into the field, or checking the field's checkbox.
If the approval process allows for accounting assignments at this stage, proceed to create the accounting assignments. If making accounting assignments is not allowed at this stage of the process, the invoice will be forwarded to the next handler.
You can read additional instructions on accounting for invoices, transferring to the next person, adding supplementary information, and saving the invoice here.
Mass Transfer
In the settings, you can enable the Mass Transfer setting (Settings - General - Other Settings - Invoice mass transfer enabled). With mass transfer, invoices can be moved forward in the approval process without opening them. The function is available in the My Invoices, In Review, Approved, and All views. The invoices selected for mass transfer can be at different stages of the review process.
The mass transfer function can be used, for example, to return multiple invoices at once to the first stage of the approval process if necessary. A report is generated from the transfer, showing both the invoices that have not been transferred and those that have been transferred. The invoices selected for the mass transfer are locked during the transfer process and are released as open once the function has been completed or if the creation of the mass transfer is interrupted.
- Go to your selected view, for example, Purchase Invoices – In Process
- Select the invoices to be transferred as a batch by clicking the checkbox in front of each invoice line. If you want to select all invoices in the view for the batch transfer, click the top checkbox in front of the invoice lines and all invoices will be selected.
- Click the Batch Transfer button
Invoices are compiled for processing, always in accordance with the invoice circulation phase and the default approval process setting.
Example Incoming Invoices:
The incoming invoices with a default approval process are first compiled for processing, and then the incoming invoices without a default approval process are brought in for processing, and so on. Invoices compiled for processing are always visible in the Transfer the following invoices section, where selected invoices can still be removed from the bulk transfer.
4. Complete the window's information, double-check that all the invoices displayed are indeed intended to be transferred, and click the Continue button.
Mass Transfer Settings
Approval Process
If the invoice does not have a default approval process, select the approval process by clicking the dropdown menu in the field
Current phase
This field is empty if the invoice has no approval process. Otherwise, the phase of the process is displayed in this field.
Move to phase
Select the cycle phase from the field's dropdown menu to which the invoices will be transferred.
Next person
Select from the field's dropdown menu the person to whom the invoices will be transferred for processing next.
Send Email
When you click the checkbox in front of the Send Email field, an email notification will be sent to the next handler regarding the invoice to be processed.
The message about the invoices to be processed is sent as a summary message, approximately every six hours. If the checkbox is empty, no email message will be sent.
Continue
Continue selection moves the invoices that have a checkmark in front of their invoice lines to the process phase specified in the Move to phase field. The selected invoices are locked during the transfer (a lock document is displayed on the invoice lines in the view). The processing of the selected invoices for mass transfer continues, and the next summary (according to the process phase) of the invoices selected for mass transfer will open on the screen.
Cancel
Cancel selection cancels the processing of the invoices selected for batch transfer that have not yet been processed. Invoices that have been processed before clicking the Cancel button will proceed normally as a batch transfer, but the invoices in the view where the Cancel button was clicked will have their processing interrupted (the action is aborted).
Transfer next invoices
The field shows which invoices have been selected for mass transfer at this stage of the process. The PDF field at the end of the invoice line can be opened to view the invoice image. If necessary, you can remove invoices selected for mass transfer by clicking the checkbox at the front of the invoice line. Only those invoices that have a checkmark on their line will be transferred as a mass transfer.
When all invoices selected for mass transfer have been processed, a summary report will be displayed.
Summary Report
The report shows
- untransferred invoices, their document type and number, and the reason why the invoice has not been transferred
- transferred invoices, their document type and number, and to which stage of the approval process and to which person the invoice has been transferred.
In the invoice history information (Phase), there will be information that the invoice has been transferred via a batch transfer in the approval process.