Handling invoices in the list

Location: Archive - My tasklist

1 Validation indication

To select the invoice for validation, you can select following icon at the beginning of the invoice list.

• : View this document. The document was already validated correctly but still you are able to change any field in this invoice.
• : 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.

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.
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 when the invoice is invalid.
Invalid means: it contains errors or some of the fields are in doubt – multiple values possible or field needs to be entered).
The magnifier icon colors green when the document is entirely valid.

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.

2 Edit documents

You can change data of the documents in the list by clicking on (Edit documents) in the left pane. In the list you can edit the data of the invoice.
You can only edit documents if they are in the workflow status Validation or Exception

You can change the fields by clicking on or type the code or name. Following fields are editable:

• Journal
• Invoice type
• Year
• Fiscal period
• VAT period

When you are finished with editing the invoices click on (Save document changes) to save your changes or click on (Cancel document changes) to cancel your changes.

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.

3 Cancel document

To cancel a document you can cancel them one by one or in group.
To cancel them one by one, click on (Cancel document) on the invoice line in the list.
To cancel multiple invoices, select the invoices in the list by selecting for each document you want to cancel
and click on (Cancel document) located in the left part of the Archive view.
You can also select all invoices by clicking the box next to the label bar.

4 Set document ready for download

To set a document ready for download you can do it one by one or in group.
To set multiple invoices ready for download, select the invoices in the list by selecting for each document you want to transfer
and click on (Set ready for download) located in the left part of the Archive view.
You can also select all invoices by clicking the box next to the label bar.