Purchase invoice handling
Purchase invoices view
Purchase invoice details
Purchase invoice approval in Mobile
Approving the purchase invoice
Commenting the purchase invoice
Payment of purchase invoices
Returning the purchase invoice
With the mobile application, you can check, approve and pay purchase invoices, depending on the user's rights.
Purchase invoices view
Purchase invoices view shows the purchase invoices that are waiting for actions of the user. When the invoice is transferred to the next person, it will no longer show on the approval tab.
The urgent invoices summary shows the number and total amount of purchase invoices that are soon due. If you have rights to the purchase invoice ledger, the In payment summarizes the invoices handled ready for payment for the past three months.
Invoices listed as waiting for approval and waiting for payment enables you to start the quick approval of the invoices. Read about the quick approval steps in Quick approval.
It is possible to view the invoice details by first selecting Show invoices. The list of invoices is opened. Invoices in In approval are the invoices waiting for your actions, and if you have rights to the purchase invoice ledger, under in payment you can find the the invoices handled ready for payment. Under Paid is shown paid invoices.
A specific invoice can be opened in details view by selecting it from the list.
Purchase invoice details
In the purchase invoice details view first an image of the invoice is shown. You can also access other attachments in PDF-format, if there are some.
Following details of the invoice are provided under the image but they can not be edited in mobile:
Supplier, sum, invoice type, invoice number, due date and invoice date, supplier bank account, VAT rate, status, postings history and comments.
In the bottom part are the invoice handling options; return of the invoice, approval of the invoice, and adding a comment on the invoice.
Purchase invoice approval in Mobile
In the purchase invoices view, the invoices listed as waiting for approval enable you to start the approval of the invoices. Open the invoices waiting for approval.
In the approval view you have the invoice header information available, as well as the invoice handling options; return of the invoice, approval of the invoice, and adding a comment on the invoice. When you handle the first invoice the next invoice comes in turn. You can also move between invoices with the arrows to the sides.
Approving the purchase invoice
To approve the invoice and forward it to the next workflow phase the select the approve icon in the middle. You will be able to see the next workflow phase and responsible person. If it there are multiple options, you can select the right one from the drop down. Then approve the invoice by confirming the approval.
You can also leave the approval by swiping down the approval window.
By swiping up you can choose quick approval with default options of the next phase and responsible user.
Commenting the purchase invoice
Previous comments made to the purchase invoice are shown by scrolling down the invoice details.
You can leave a comment prior on the invoice by selecting the comment icon to the right. You can then add a comment and save it.
You can also leave the commenting by swiping down the comment window.
Payment of purchase invoices
Heeros usage rights determinates whether the user can pay purchase invoices in the mobile application. If the user is able to pay purchase invoices in browser, it is also possible in Mobile.
In the Purchase invoices view you can find the invoices waiting for approval and payment. Purchase invoices payable on Mobile are limited to full invoice payments. Only fully unpaid invoices that have not been allocated any credit notes will be listed as payable. Purchase invoices must also have a voucher type and voucher number.
When you select purchase invoices waiting for payment, the program asks for the application's pin code. After this, the first invoice will be displayed. In the upper part of the view there is a PDF image of the invoice, and in the lower part there are buttons for paying and moving to the next or previous invoice. The balls at the top show the total number of invoices, and above them the number of urgent payments is shown.
Payment -button
Next/previous invoice -button
Payment is made either by swiping up on the invoice to be paid or from the button at the bottom (✓). Swiping allows for quicker payment with default values, while the payment button allows you to specify the account to be used for payment and the payment date. The payment date can now be scheduled for current day at the earliest and up to 90 days in advance.
NOTE! Mobile gives an error message if the transfer of the payment to Heeros Purchase invoices is not successful. The bank receiving the payment batch can still reject the payment batch, and payment batch errors are only visible in the browser version of Purchase invoices. You can check the status of the payment batch with the Purchase invoices Purchase ledger - Payment batches view. If bank rejects a payment the invoice is returned to payable invoices list, but no separate notification is displayed on the Mobile.
Returning the purchase invoice
If you need to return the invoice, you can do so by clicking the Return icon to the right. If there are several options regarding the phase or persons you could return the invoice to, you can select the right ones from the drop down and then confirm the returnal.
You can also cancel the returning by swiping down to close the return invoice window.