Visma.net ERP

Invoice Inbox (AP50604S)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

Introduction

In this window, you can view your invoices by their status and, for example, view invoice details and update supplier information.

The window toolbar

Button	Description
Process	The green icon in the window toolbar signifies a successful operation. Conversely, the red icon indicates that the operation was cancelled due to unmet required conditions. Hover over the red icon to view the error message. Note that this option is unavailable if the selected Inbox status is Attachment errors.
Process all	Click this to process all documents in the window table. This option is not available if the selected Inbox status is Attachment errors.
Inquiries	The inquiries connected with this window.
Fix attachments	Click this to fix the attachments errors in the selected invoice or invoices. This option is available only if the selected Inbox status is Attachment errors.
Fix all attachments	Click this to fix the attachments errors in all invoices. This option is available only if the selected Inbox status is Attachment errors.

The top part

Element	Description
Branch ID	The ID of the branch you want to see supplier documents for.
Inbox status	To see documents having a specific status, select one of the following values. The default status is New. New - Displays all documents with the status New. Blocked - Displays documents that come from suppliers who are not registered in Visma.net ERP. Error - Displays all documents with the status Error. Attachment errors - Displays all documents that have attachment errors.
Supplier	The name of the supplier you want to see documents for.
Invoice date	The invoice date of the document, which you can select from the calendar.
Show only excluded documents	When this check box is selected, only excluded documents are displayed in the table.
Please KYC verify the company for receiving invoices from AutoInvoice in the AutoInvoice settings (CS10250S) window.	As of 1.7.2022, all new customers and branches wanting to use AutoInvoice for sending and receiving invoices, will need to sign the KYC verification agreement from AutoInvoice. You will see this message if you have not done the KYC verification yet. In the AutoInvoice settings (CS10250S) window, the The AutoInvoice setting section, you can verify your company by clicking on the Verify KYC button and filling in a company signatory's email address. The signatory will receive an email which contains a link and password to access Visma Sign, where the signatory can view and sign the agreement. After completion of the process, your company will be able to use AutoInvoice.

The table

Button	Description
View details	Click here to see further details about a specific document in the table. The document opens in the Invoice details window, where you can see its PDF version and also the document details and the approval information.
Create supplier	Click here to create a new supplier for the document.
Update supplier	Click here to update the supplier's details in Visma.net ERP with changed details from the incoming document.
View rules	Click here to view the Invoice inbox rules that are defined to the supplier of the selected invoice. The button opens the Suppliers (AP303000) window with the Inbox rules view.
Ignore supplier validation	Click here if you do not want to update the supplier's details in Visma.net ERP with the new information from the incoming document.
Validate manually	Click here to update the supplier's details in Visma.net ERP manually with the new information from the incoming document.
Preview invoice	Click here to see how the invoice would look, if it was created with these rules. The invoice will not be actually created.

Column	Description
Branch	The ID of the company branch.
Edited	This check box is selected if the document has been edited.
Origin	How the invoice has been imported to Visma.net ERP. The options are Scanned and Electronic.You can change the document type of inbox documents whose origin is scanned.
Action	The processing action planned for the listed documents. The available actions are: Hold - Creates a purchase document with the status set to Hold. Release - Creates a purchase document with the status set to Open, if Automatically post on release is selected in the Supplier ledger preferences (AP101000) (this is the default action in Visma.net ERP). Send to Visma.net Approval - Creates a purchase document with the status Balanced which is sent to Visma.net Approval. Pre-book - Creates a purchase document with the status Pre-released and requires an expense reclassification. This status is only used if the Expense reclassification functionality is activated in the Enable/disable functionalities (CS100000) window. Pre-book and send to Visma.net Approval - Creates a purchase document with the status Pre-released, which requires expense reclassification (this status is available if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window), and which is then sent to Visma.net Approval. Exclude from processing - No purchase document is created or processed, it remains in the Invoice Inbox (AP50604S) window. You can set default action for every invoice in the Supplier ledger preferences (AP101000) window by selecting the desired action in the Default action for invoice inbox field.
Inbox status	The status of the document after arrival or last processing in the Invoice Inbox (AP50604S) window. Statuses before processing/editing: New – A new document that has been received in the Invoice Inbox (AP50604S). Blocked - A new document received in the Invoice Inbox (AP50604S) from a supplier without a record in Visma.net ERP Statuses after processing/editing: Sent for approval – The document was processed and sent to Visma.net Approval. It is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) (AP301000). Validated - The document was processed and validated. It is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window. Manually validated - The document was manually validated. It is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window. Deleted – The document was deleted. It is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window. Error – When the document was processed, the system returned an error.
Document status	The status of the document. The status of an existing document can be one of the following: On hold - The document is On hold. Balanced - The document has the status Balanced. Voided - View only documents with the status Voided. Scheduled - The document has the status Scheduled. You can schedule documents in the Purchase invoices (AP301000) window. Open - The document has the status Open. Closed - The document has the status Closed. Printed - The document has the status Printed. Pre-released -The document has the status Pre-released. Documents get this status if you have clicked Pre-book in the Purchase invoices (AP301000) window. Pending approval -The document has the status Pending approval. Rejected -The document has the status Rejected. Reserved - The document has the status Reserved.
Supplier no.	The supplier specified on the document, by its ID.
Supplier name	The supplier's name on the document processed from the Invoice Inbox (AP50604S) window.
Imported supplier reference	The supplier reference on the document, as received in the Invoice Inbox (AP50604S) window.
Invoice no.	The invoice number on the document, as received in the Invoice Inbox (AP50604S) window.
Buyer's order no.	The order number of the buyer connected with the document.
Supplier contact	The supplier contact (name), as imported with the document.
Ref. no.	The number that identifies the document in the system, as generated by the system according to the number series assigned to documents of this type in the Supplier ledger preferences (AP101000) window.
Currency ID	The currency of the document on the line.
Terms ID	The unique ID for the payment terms used for the document.
Invoice date	The date of the original document from Supplier ledger. You can change the date before the releasing the document.
Due date	The date when payment for the document is due, in accordance with the due date in the xml file or the supplier's payment terms (check box Use due date from Terms settings in the Supplier ledger preferences (AP101000).
Supplier bank account	The supplier's bank account as registered in the Payment settings section on the Payment settings tab in the Suppliers (AP303000) window, or imported with the document.
Supplier's bankgiro	The supplier's bankgiro as registered in the Payment settings section on the Payment settings tab in the Suppliers (AP303000) window, or imported with the document.
Supplier's Plusgiro acct.	The supplier's Plusgiro account as registered in the Payment settings section on the Payment settings tab in the Suppliers (AP303000) window, or imported with the document.
Supplier IBAN	The supplier's IBAN number as registered in the Payment settings section on the Payment settings tab in the Suppliers (AP303000) window, or imported with the document.
Balance	The balance of the document.
Actual balance	The actual balance of the document.
Arrival date	The arrival date of the document in the Invoice Inbox (AP50604S) window.
Processing date	The processing date of the document in the Invoice Inbox (AP50604S) window.
Account ID	The general ledger account assigned to the supplier or manually entered in the Invoice Inbox (AP50604S) window.
Comment	The comment written to the document.
Currency rate	The currency rate used for this document.
Description	The description of the document.
Doc. type	The type of document on the line. The document types are displayed as three-letter codes in this field, and can be explained as follows: INV - Invoice ACR - Credit adjustment ADR - Purchase credit note HK - Payment VCK - Void payment PPM - Prepayment PPR - Prepayment request
In edit mode	When this check box is marked, the document is in the edit mode.
Initial approver	The initial approver of the document as entered in the Invoice details window (the window that is displayed when you click View details in the Invoice Inbox (AP50604S)).
Credit note	A column that indicates whether the document is a credit note or not. Possible values are: True - The document is a credit note. False - the document is not a credit note.
Payment ref. no.	The payment reference number as entered on the document in the Purchase invoices (AP301000) window.
Rounding diff.	The difference between the original document amount (including the VAT amount calculated by the system) and the rounded document amount (including the VAT amount modified by a user for VAT-inclusive items).
Status reason	The reason for the Inbox status Error for the document.
Supplier VAT registration ID	The supplier's VAT registration ID, as registered on the Purchase settings tab in the Suppliers (AP303000) window.
Supplier VAT zone	The supplier's VAT zone, as registered on the Purchase settings tab in the Suppliers (AP303000) window.
Supplier corporate ID	The supplier's corporate ID, as registered on the Purchase settings tab in the Suppliers (AP303000) window.
Supplier differences status	The status for the update process of possible differences between imported supplier details from the document, and the existing supplier details as registered in the Suppliers (AP303000) window. The possible statuses are: Supplier is updated - The supplier details have been updated. Supplier update is required - Click Update supplier to update the supplier's details. Supplier update is ignored - The incoming supplier details have been ignored.
Supplier email address	The supplier’s email address as registered on the General settings tab in the Suppliers (AP303000) window.
Supplier location	The supplier’s location as registered on the Locations tab in the Suppliers (AP303000) window.
Supplier's telephone	The supplier’s telephone number as registered on the General settings tab in the Suppliers (AP303000) window.
Supplier web address	The address of the supplier's website, as registered on the General settings tab in the Suppliers (AP303000) window.
Total VAT exempt	The document total on the document that is exempt from VAT.
Total VAT taxable	The document total on the document that is subject to VAT.
VAT total	The total payable VAT amount to be paid for the document.
Attachment errors	Here you see the names of the invoice attachments that cannot be imported. Invoices with attachment errors are automatically set to status On hold.
Retry attachment	If attachments are missing when an invoice sent from AutoInvoice, you can re-download the attachments when this option is selected.
Attachment retry count	The number of times the system tries to re-download the attachments.