All invoices that are ready for consumption are posted to the Inbox; here you will review, validate, and approve the invoice. Here you can complete the following actions:
Using the Inbox filters to manage your workload
Click Filters to expand the section to display the filter options. Key filter items include:
Invoices Pending Approval: Select the invoices pending approval from drop-down list. Valid values are For me, By another approver/level, or All.
On Hold? Select if the invoice is on hold from drop-down list. Valid values are Yes or No.
Don’t forget to click Search to apply your filter criteria.
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. Click the green check mark to approve the invoice. |
App 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. |
Generate Ticket | A quick link to open a ticket with Asignet. |
Ticket # | The system generated ticket number associated with this invoice. |
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. |