Additional invoice validation actions

Additional invoice validation actions

Viewing invoice image, attachments, and original email
Invoice splitting functions
Changing wrong invoice image
Duplicate notification
Invoice locked by user

There are additional available actions appearing in the invoice view.

Viewing invoice image, attachments, and original email

As default, the invoice image is shown on the left side of the invoice view. It is also possible to open the invoice in its own window to be viewed on another screen.

List of invoice image and attachments has a number hovering over in case there are any attachments in addition to the invoice itself. The shown number is the total number of documents. Invoice image and all attachments can be opened in their own tab for taking a closer look.

The original email can be opened in its own tab to review more information.

If invoice has small print or not good quality, the magnifier tool can help to read the values. 

Invoice splitting functions

If more than one invoice was included in the email, other invoices are interpreted as attachments of the analyzed invoice. You can split the invoices into their own invoices by selecting invoice(s) by painting split icons to the left and then selecting Split selected to new invoices.

Split attachments will be removed from original invoice's attachments, and user can continue validation of the initial invoice.

If analyzed invoice has more than 1 page, the splitting is possible by invoice pages. Splitting is only supported if pages of invoices are in correct order. User marks the first pages of each invoice (marked with pink) and after ready selection, starts the split from the appeared action query.

The splitting is started and the original invoice as well as the split new invoices all appear on the invoice list. If original invoice has attachments, the attachments are also copied to new split invoices.

Changing wrong invoice image

With multiple supported file types, it may occur, that an attachment file gets selected as the main invoice in the invoice entry. Open the list of attachments, review the files, and select re-analyse icon to the right to change the invoice image. The invoice image is changed, and invoice sent to new analysis after confirmation of the action.

Duplicate notification

In case an invoice with same invoice number from the same supplier exists in Purchase Invoices a notification is given. Duplicate notification does not prevent any actions, so if after reviewing it is concluded that both invoices are valid to be validated, they can be handled.

By clicking the invoice information user can move to the duplicate invoice to review it.

Invoice information has direct links to open the other invoices in capture and posting solution or workflow depending on the invoice location. Invoices open in new tab.

Note! The check will find invoices from workflow only being entered, or else saved once starting from 3th of February, 2021.

Transferred invoice also has direct link to the invoice in workflow, which makes it easier to navigate between the two modules.

Invoice locked by user

In case an invoice is being validated by another user, opening the invoice will show an information over the invoice being locked. For a locked invoice, the invoice validation is not possible. The warning can be closed leaving the invoice locked, or if needed, the lock can be released, and invoice validation can be completed.

At the time being, the invoice lock is only released when invoice is closed from actual icon. If user returns to invoice with arrow back on browser, or closes the browser, the user lock on invoice will not be released. These invoices will be shown in the being validated status and may require the release of the lock. This will be optimized later.