The Inbox page provides a view used for validating invoices in the Inbox.
This is the first stage of an invoice from which all the validations can be made. When an invoice is added, it is automatically classified into the Inbox pending matters for its future analysis and control.
The user can massively move invoices by selecting multiple invoices with the selection box and clicking Massive Move to Paybox.
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The Status column identifies the status of the invoice according to the percentage difference of the invoice compared to last invoice.
The green circle icon indicates 0% - 5% difference.
The yellow circle icon indicates 5.1% - 50% difference.
The red circle icon indicates 50.1% - 100% difference.
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All invoices that are ready for consumption are posted to the Inbox; here you will review, validate, and approve the invoice. This article will cover the basic navigation of the Inbox.
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If you are familiar with how to navigate the Inbox, here are a few actions that you can start taking to manage your Invoice Lifecycle:
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Using the Inbox filters to manage your workload
Click Filters to expand the section to display the filter options.
The information can be filtered by:
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Key filter items include:
Invoices Pending Approval: Select the invoices pending approval from the drop-down list. Valid values are 0% - 5%, 5.1% - 50%, or 50.1% - 100%.
Invoice Date: Select the specific month from drop-down list.
Vendor: Select the specific vendor from drop-down list.
Country: Select the specific country from drop-down list.
Status Invoice: Select the status of invoice from drop-down list. Valid values are Pre-approved or Not Pre-approvedFor me, By another approver/level, or All.
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If you don’t see invoices when you are in the Inbox - check the Invoices Pending Approval filter first! The Inbox auto-filters to show invoices where you are the next approver. |
On Hold?: Select if the invoice is on hold from the drop-down list. Valid values are Yes or No.
Invoices Pending Approval: Select the invoices pending approval from drop-down list. Valid values are For me, By another approver/level, or All.
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Click Search to display list.
The list can be exported to a spreadsheet by clicking the XLS icon.
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View Late Fee
Click the red triangle icon in Late Fee column to open a new window which will allow to view the invoice late fee.
Manage Approval
Click the number in History column to open a new window which will allow to view the invoice approval history.
Click the green check mark icon in To Paybox column to open a new window which will allow to approve the invoice. Select payment type from drop-down list. Enter a comment. Click Accept to apply changes or click Cancel to abort the operation.
Click the folder icon in To Archive column to open a new window which will allow to archive the invoice. Enter a comment. Click Accept to apply changes or click Cancel to abort the operation.
View Invoice Detail
Click the paper icon in Invoice Detail column to open a new screen which will allow to view the invoice details.
View Line/Circuit/Service ID Update
Click the telephone icon in Line/Circuit/Service ID Update column to open a new window which will allow to view the invoice updates categorized by New Lines/Circuits, Missing Lines, and Terminated Circuits.
Manage Invoice Comments
Click the green plus icon in Add column to open a new window which will allow to add an invoice comment. Enter a comment. Click Accept to apply changes or click Cancel to abort the operation.
Click the number in See Detail column to open a new window which will allow to view the invoice disputes.
Manage Account Comments
Click the green plus icon in Add column to open a new window which will allow to add an account comment. Enter a comment. Click Save to apply changes or click Archive Comment to archive the comment.
Click the check list icon in See Detail column to open a new window which will allow to view the account disputes.
Massive Move to Paybox
Perform the following steps to move selected invoice(s) to Paybox:
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Find the invoice(s).
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Choose the invoice(s) by clicking the check box in first column.
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Enter a comment in Enter Your Comments field.
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Don’t forget to click Search to apply your filter criteria. |
Navigating the Inbox summary list
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Columns available in the Inbox
Column | What it means… |
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Approval - To Paybox | A green check mark will be visible when you are the next approver. Click the green check mark to approve the invoice. |
Approval - History | See who has approved the invoice to-date. |
Vendor | The billing vendor. |
Account | Click the Account Number to view a snapshot of previously received invoices and key action dates.  |
Account Description | The client-defined description for the account. |
Invoice Number | Click the Invoice Number to see your Invoice Detail, Contract detail, History Approvals, Invoice Comments, and a PDF invoice image. Read more about what you can do in this article. |
Corporate Name | The corporate name associated with the received invoice. |
Status | You may select Place On Hold for the invoice, which will prevent the invoice from being approved until the hold is cancelled. If the invoice is on hold, a red clock icon will be populated under this column. |
Create Incident | A quick link to open a parser query with Asignet. This will alert our Ops Team to review the data capture and make any corrections necessary. |
Tracking | Click on the spyglass to view the incident progress. |
On Hold - Date | Populates when the action link Place On Hold is selected. |
On Hold - Days | Populates when the action link Place On Hold is selected. |
On Hold - User | Populates when the action link Place On Hold is selected. |
Validations | There are multiple validations that can be present in the Inbox as they vary by client. Check out the different validations and how to resolve them in this article. *Note: you may not be able to approve an invoice if there is an unresolved validation. |
Date - Invoice | The invoice date. |
Date - Due | The date when payment is due. |
Invoice Amount - Cur | The standardized currency of your invoice (i.e. USD, CAD, GBP). |
Invoice Amount - Converted | The standardized / converted Current Charge amount. |
Invoice Amount - Past Due | The standardized / converted Past Due amount. |
Invoice Amount - Cur | The native currency of your invoice (i.e. USD, CAD, GBP). |
Invoice Amount - Original | The native Current Charge amount. |
Invoice Amount - Past Due | The native Past Due amount. |
Time Line | The number of days the invoice has been in the Inbox. |
Update | Refresh your invoice with the new GL codes or validation changes. |
Pending to Archive | This will populate when the action Massive Move to Archive - WKF is selected. Read more about this here. |