Check and book an invoice

Invoices that are ready for review have the status Ready to check. After approval Invoyz delivers the invoice, for example by booking it in your accounting system.

Check#

1. Go to Invoices and open an invoice with the status Ready to check.
2. Check the Relation and the invoice details, such as Invoice number, Invoice date and Due date.
3. Check the Invoice lines. Every line needs a category, such as a general ledger account.
4. Click View document to see the invoice next to the details.
5. Changed something? Click Save.

If you change the Document type or Category and click Save, Invoyz reads the document again. While that runs, you see This document is being re-processed and you cannot edit the invoice. After that, the newly read data shows by itself, with the document type and category you chose. The same goes for Read document again under More actions: changes you had not saved yet are discarded once the document has been read again. If that fails, they stay and you can save them.

The invoice screen#

On the left you see the invoice details and the Invoice lines. View document opens the document on the right, with the amounts, the Relation and the Mapping template above it. The arrows next to the relation and the mapping template open their details without leaving the invoice.

Prefer the previous screen? Choose More actions > Settings and turn off New invoice screen.

Approve and book#

1. Click Approve (the check mark).
2. When the company delivers to an accounting system, the invoice is booked. You see Booking in accounting system and then Invoice booked.
3. Click Next invoice to continue.

You cannot approve while lines are missing a category, while there are unsaved changes, or when no relation or mapping template is selected. Hover over the button to see what is missing.

You can also approve several invoices at once: select them in the Invoices overview and choose Approve under Actions. After you confirm, the selected invoices with the status Ready to check are approved. Invoices that cannot be approved stay as they are, and you get a message about them.

When booking fails#

If the accounting system rejects the entry, the invoice gets the status Posting failed. Adjust the invoice and approve it again, or choose Re-post invoice in the More actions menu.

Other actions#

Under More actions you find, among others:

• Re-process: process the invoice again with the current rules. Do this after you change and save invoice lines too: saving does not apply the rules.
• Read document again: Invoyz reads the document again and rebuilds the invoice. Changes you made to the invoice are lost; you get a warning first.
• Move to company: move the invoice to another company. The invoice is re-processed with that company's settings.
• Move to archive: for a packing slip, statement or other document that is not an invoice. The document is kept in the archive only and the invoice disappears from Invoices. More in The archive.
• Download: download the original document.
• Timeline: see what happened to the document.