Attachments on the invoice
Adding an attachment to the invoice
Adding an eReceipt to the invoice
Removing attachments from the invoice
Attachments to the invoice
Attachments can be added to invoices as long as the invoice has not yet been archived. If the invoice has already been archived, it must be retrieved from the archive (in the Moved – Archived view), after which the attachment can be added to the invoice. Either files from your own computer or eReceipts from the eReceipt archive can be added as attachments to the invoice.
Adding an Attachment to an Invoice
- Open the invoice to which the attachment is to be added
- Click the Add Attachment button in the top bar of the invoice
- Click the Browse button and select the attachment to be added from the target directory
- Add a file to the invoice by clicking the Add attachment – button in the window
- Complete the addition of the attachment by clicking the invoice's Save and close button.
The added attachment is displayed on the invoice below the PDF image of the invoice.
NOTE! Finvoice.xml and im_1.pdf are invoice files generated by the system and are not actual attachments added by the user. The example above includes one actual attachment; Timesheet_2020.CSV.
Adding eReceipt to Invoice
Purchase invoices can be linked to open eReceipts in the eReceipt archive (eReceipt: Open eReceipts). If the invoice to which the eReceipt is attached has already been archived, the invoice must first be returned from the archive (Transferred – Archived). Multiple eReceipts (up to 30) can be linked to one invoice, but attaching the same eReceipt to multiple different invoices is not possible.
Attaching eReceipt is done on an invoice-by-invoice basis and can be done at all stages of the invoice approval process.
- Open the invoice to which the attachment is added
- Click the Add eReceipts button at the top of the invoice.
After the click, the view of the eReceipt archive will open, where it is possible to review, search, and filter eReceipts just like in the actual eReceipt archive.
Select the eReceipts to be attached to the invoice by clicking the checkbox in front of the eReceipt line you want to attach. The total number of selected eReceipts will be displayed in the upper right corner of the Attach button. All open eReceipts will be available for selection.
If you want to cancel the selection of attached eReceipts, click the checkbox in front of the corresponding eReceipt line again, which will remove the checkmark.
Through the Open button, you can view the details of the eReceipt and make any necessary modifications to the eReceipt.
- Attach the selected eReceipts to the invoice by clicking on the Attach option. The number in the upper corner of the button indicates the number of eReceipts to be attached. After attaching, the eReceipt archive view will close, and you will return to the invoice form.
- Clicking the Cancel option will revert the selected invoices back to open.
- Finally, save the attached eReceipts to the invoice (Save and close or Next invoice). The eReceipts saved to the invoice will appear in the eReceipt archive in the Processed eReceipts section. From there, the eReceipt can also be reopened if necessary. A processed eReceipt can also be deleted from the invoice and then attached to another invoice as an attachment.
- Note! The Close button will close the invoice and will not save the attached eReceipts to the invoice. The eReceipts will then appear in the eReceipt archive in the Open eReceipts section.
EReceipts attached to a purchase or credit card invoice can be opened for review immediately after attaching them to the invoice (no saving of the invoice is required). The name of the eReceipt attached to the invoice is formed by combining the purchase location and the amount recorded on the receipt. For example, Citymarket_10.50.pdf.
When you click on the name of the eReceipt in the Attachments section, you will see the details and images recorded for the eReceipt.
The Close button in the eReceipt information closes the eReceipt details.
Removing Attachments from an Invoice
Attachments and eReceipts are removed from the invoice in the same way.
- Open the invoice from which the attachment will be removed
- Click the checkbox next to the name of the attachment or eReceipt in the Attachments- section that will be removed
Complete the removal of the selected attachment by clicking the Save and Close button, after which the attachment will be removed from the invoice and the invoice will be closed.
Deleted eReceipts from the invoice will return to the eReceipt archive in the Open eReceipts section, from where they can again be attached to the desired invoice.