When an invoice is approved, it moves from the Inbox to the Paybox. Here it is ready to be included in the next Accounts Payable (AP) export. Many clients have an automated AP Export process set up, which will export the approved invoices on a predefined schedule.
Clients that do not have an automated AP export process, or need to export an invoice immediately, may export invoices manually in the Custom Financial Report tool. Only invoices in the Paybox are eligible for export!
Navigating the Paybox summary list
Many of the columns available in the Paybox are the same as the Inbox, so you should be able to navigate the modules easily. The two different functions here are:
If you wish to generate your AP Export manually, you may do so in the Custom Financial Report tool.
Columns available in the Paybox
Column | What it means… |
|---|---|
Checkbox | Check the box to select the invoice and move it to Archive. |
Vendor | The billing vendor. |
Account Description | The client-defined description for the account. |
Account | Click the Account Number to view a snapshot of previously received invoices and key action dates.  |
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. |
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. |
Payment | The allocated amount to pay for the invoice. |
Time Line | The number of days the invoice has been in the Paybox. |
AP Files | The AP Export file name generated for this invoice or batch of invoices. |
Approval - Date | The date of when the invoice was last approved to the Paybox. |
Approval - User | The last user who approved the invoice to the Paybox. |
Approval - History | The complete history of all users who approved the invoice to the Paybox. |
Approval - To Archive | Move the invoice to Archive. Click on the icon to move the invoice to Archive; you will be prompted to enter a Comment before you can complete the move.  |
Invoice PIN | Soon to be retired. |