3- Archive

Archive is the final stage of invoice processing, where all invoices are stored for reference and reporting purposes.  Your invoice records are “read only”. If changes are required, there is an option to move an invoice back to the Inbox or Paybox.

Navigating the Archive summary list

Many of the columns available in the Inbox or Paybox are visible in Archive, so you should be able to navigate the modules easily.

If desired, you can store invoice payment details in the platform. Our Implementation Team can provide you the proper upload requirements so that you can load the check amount, number, and date into the Archive for invoices. Storing payment information in the platform lets you see when payments were made on an account. You can reference this information to see if late fees are justified or if you should dispute them. 

Columns available in Archive

Column

What it means…

Column

What it means…

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.

Archive - User

The user who archived the invoice.

Archive - Date

The date when the invoice was archived.

Archive - Comments

Comments provided by the user who archived the invoice.

AP File

The AP Export file name generated for this invoice or batch of invoices.

Check - Number

Reflects the check number issued to the vendor for payment. Clients provide the payment information.

Check - Date

Reflects the check date when payment was issued to the vendor. Clients provide the payment information.


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