Difference between revisions of "Handling invoices in the list"

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The archivelist in 1Archive contains different functionalities. Below those are explained.
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'''Location: '''Archive - My tasklist
 
  
 
==Validation indication==
 
==Validation indication==
  
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To select the invoice for validation, you can select following icon at the beginning of the invoice list.
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Some of the action buttons that are available in the document, see ''[[Validating_invoices#Action_buttons_available_for_validating_invoices|"Action buttons available for validating invoices"]]'' for more, are also available in the list of documents in the archive. These buttons are located at the beginning of the list.<br/>
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* [[image:view_ok.png|link=]]: View this document. The document was already validated correctly but still you are able to change any field in this invoice.
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<br/>
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* [[image:view_notok.png|link=]]: View this document. The document was already validated incorrectly so still further validation is needed before you are able to send this invoice into flow.
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Invoices can be selected for validation by clicking the magnifier icon. Depending upon the color of it, the document is valid or not.
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* [[image:view_ok.png|link=]] '''"View the document"''': the document is entirely valid but you are still able to change any field in this invoice.
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* [[image:view_notok.png|link=]] '''"View the document"''': the document is invalid so further validation is needed before you are able to send this invoice to the accountancy package.
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<br/>
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When importing a document to 1Archive, a validation is performed immediately. If this validation fails, so if there are invalid fields in the document, the icon colors <u>'''red'''</u> [[image:view_notok.png|link=]].<br/>
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When this validation succeeds, the icon colors <u>'''green'''</u> [[image:view_ok.png|link=]].
  
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When importing an invoice to KIS, a validation check is immediately performed on the invoice. Depending on the outcome of this check, an invoice can be marked as valid or invalid. <br/>This validation status is visible in the list view. The magnifier icon which is in front of the row to open the document, colors red [[image:view_notok.png|link=]] when the invoice is invalid. <br/>Invalid means: it contains errors or some of the fields are in doubt – multiple values possible or field needs to be entered). <br/>The magnifier icon colors green [[image:view_ok.png|link=]] when the document is entirely valid.
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<br/>{{info|Having invalid fields means that the fields contain errors or that they are in doubt (which means that multiple values for that field are available).}}<br/>
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{{note|An invalid document can be validated by correcting all the red/yellow fields and saving the document. After saving, the icon turns green.}}
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When you open an invalid document, and you make it valid by fixing all errors, the magnifier icon will color green after pressing the Save button.
 
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[[image:List.png|link=]]
 
  
 
==Edit documents==
 
==Edit documents==
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The archivelist also has a functionality to quickly edit fields in documents. This is done by clicking [[image:edit.png|link=]] "Edit documents"in the left sidebar.<br/>
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You can change data of the documents in the list by clicking on [[image:edit.png|link=]] (Edit documents) in the left pane. In the list you can edit the data of the invoice. <br/>You can only edit documents if they are in the workflow status Validation or Exception
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Following fields are editable:
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You can change the fields by clicking on [[image:listPicker.png|link=]] or type the code or name. Following fields are editable:
 
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* Journal
 
* Journal
 
* Invoice type
 
* Invoice type
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* Year
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* Period
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* Fiscal period
 
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* VAT period
 
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When you are finished with editing the invoices click on [[image:save.png|link=]] (Save document changes) to save your changes or click on [[image:back.png|link=]] (Cancel document changes) to cancel your changes.
 
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{{Info|You can resize the width of the columns by selecting the border of the column title and move it to the right or to the left.}}
 
  
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Changes can be saved by using [[image:save.png|link=]] "Save document changes".<br/>
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Changes can be cancelled by using [[image:back.png|link=]] "Cancel document changes".
  
 
==Cancel document==
 
==Cancel document==
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In the archivelist it's possible to cancel one or more documents at once.<br/>
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To cancel one document, click the [[image:remove.png|link=]] "Cancel document" button.<br/>
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To cancel multiple documents, select the concerned documents by using the checkboxes in front of the list [[image:unselected.png|link=]]. These are now [[image:selected.png|link=]] selected. Click [[image:remove.png|link=]] "Cancel document" to cancel the documents.<br/>
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Cancelling a document will result in a pop-up screen appearing to indicate why you are cancelling.<br/>
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[[image:cancel_document.png|link=]]
  
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To cancel a document you can cancel them one by one or in group.<br/>
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==Book document==
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To cancel them one by one, click on [[image:remove.png|link=]] (Cancel document) on the invoice line in the list.<br/>
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Booking can be done document per document, or by selecting multiple documents at once. <br/>
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To cancel multiple invoices, select the invoices in the list by selecting [[image:selected.png|link=]] for each document you want to cancel <br/>and click on [[image:remove.png|link=]] (Cancel document) located in the left part of the Archive view.<br/>
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To book one single document via the list, click the [[image:exact.png|link=]] [[image:octopus.png|link=]] [[image:venice.png|link=]] [[image:book.png|link=]] "Book" button next to the concerned document for your environment.<br/>
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You can also select all invoices by clicking the [[image:unselected.png|link=]] box next to the label bar.
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To book multiple documents, select them via the checkboxes [[image:unselected.png|link=]] [[image:selected.png|link=]] and click the [[image:exact.png|link=]] [[image:octopus.png|link=]] [[image:venice.png|link=]] [[image:book.png|link=]] "Book" button on the left side of the page.
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<br/>{{note|When selecting no document(s) and clicking the [[image:exact.png|link=]] [[image:octopus.png|link=]] [[image:venice.png|link=]] [[image:book.png|link=]] "Book" button on the left side of the screen, <u>'''ALL'''</u> documents will be booked.}}
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==Set document ready for download==
 
  
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To set a document ready for download you can do it one by one or in group.<br/>
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==Last approvers==
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To set multiple invoices ready for download, select the invoices in the list by selecting [[image:selected.png|link=]] for each document you want to transfer <br/>and click on [[image:send.png|link=]] (Set ready for download) located in the left part of the Archive view.<br/>
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In the list with documents there is a column in the back "Last approvers". This field shows the last approver(s) which handled the document.<br/>
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You can also select all invoices by clicking the [[image:unselected.png|link=]] box next to the label bar.
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This also takes every side-step into account. So if user A send a document in side-step, user A will be mentioned as last approver.
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<br/>{{note|Informative steps are not considered!}}

Latest revision as of 12:53, 19 September 2017

The archivelist in 1Archive contains different functionalities. Below those are explained.

1 Validation indication

Some of the action buttons that are available in the document, see "Action buttons available for validating invoices" for more, are also available in the list of documents in the archive. These buttons are located at the beginning of the list.

Invoices can be selected for validation by clicking the magnifier icon. Depending upon the color of it, the document is valid or not.

  • View ok.png "View the document": the document is entirely valid but you are still able to change any field in this invoice.
  • View notok.png "View the document": the document is invalid so further validation is needed before you are able to send this invoice to the accountancy package.


When importing a document to 1Archive, a validation is performed immediately. If this validation fails, so if there are invalid fields in the document, the icon colors red View notok.png.
When this validation succeeds, the icon colors green View ok.png.


Info.png Having invalid fields means that the fields contain errors or that they are in doubt (which means that multiple values for that field are available).

Note.png An invalid document can be validated by correcting all the red/yellow fields and saving the document. After saving, the icon turns green.

2 Edit documents

The archivelist also has a functionality to quickly edit fields in documents. This is done by clicking Edit.png "Edit documents"in the left sidebar.
Following fields are editable:

  • Journal
  • Invoice type
  • Period

Changes can be saved by using Save.png "Save document changes".
Changes can be cancelled by using Back.png "Cancel document changes".

3 Cancel document

In the archivelist it's possible to cancel one or more documents at once.
To cancel one document, click the Remove.png "Cancel document" button.
To cancel multiple documents, select the concerned documents by using the checkboxes in front of the list Unselected.png. These are now Selected.png selected. Click Remove.png "Cancel document" to cancel the documents.

Cancelling a document will result in a pop-up screen appearing to indicate why you are cancelling.

Cancel document.png

4 Book document

Booking can be done document per document, or by selecting multiple documents at once.
To book one single document via the list, click the Exact.png Octopus.png Venice.png Book.png "Book" button next to the concerned document for your environment.
To book multiple documents, select them via the checkboxes Unselected.png Selected.png and click the Exact.png Octopus.png Venice.png Book.png "Book" button on the left side of the page.


Note.png When selecting no document(s) and clicking the Exact.png Octopus.png Venice.png Book.png "Book" button on the left side of the screen, ALL documents will be booked.

5 Last approvers

In the list with documents there is a column in the back "Last approvers". This field shows the last approver(s) which handled the document.
This also takes every side-step into account. So if user A send a document in side-step, user A will be mentioned as last approver.


Note.png Informative steps are not considered!
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