2- Paybox

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…

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.


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