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.
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:
Difference from Last Invoice: Select the percentage difference compared to last invoice from 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-approved.
On Hold?: Select if the invoice is on hold from 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.
Navigating the Inbox summary list
Columns available in the Inbox
Column | What it means… |
|---|---|
App to Paybox | A green check mark will be visible when you are the next approver. |
App History | See who has approved the invoice to-date. |
Vendor | The billing vendor. |
Account | The billing account number. |
Account Description | The client-defined description for the account. |
Invoice Number | The invoice number, as provided by the vendor. |
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. |
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 |
Complete bulk approvals
The user can massively move invoices by selecting multiple invoices with the selection box and clicking Massive Move to Paybox. Perform the following steps to move selected invoice(s) to Paybox:
Find the invoice(s).
Choose the invoice(s) by clicking the check box in first column.
Enter a comment in Enter Your Comments field.
Click Massive Move to Paybox.
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.