The Invoice Processing Archive
In the Invoice Processing Archive menu item, you will find all invoices that have ever been assigned to you. In the overview, you can find the status of an invoice. By clicking on an invoice line, you will be taken to a page containing all information about the relevant invoice. Users with archive access extension in their role see all invoices posted to the organizational unit (and any sub-units) for which they have a role. Module administrators see all invoices; if working with administrators per administration, they only see the invoices within the administrations to which they have access in their administrator role. Read here how, as an application administrator, you can grant access to extended access to the archive via a role.
By default, you view all invoices from the past year with a pending status, approved or processed to your accounting package (exported), and paid. You can modify the overview using the filters on the left side of the screen, for example by viewing invoices with a different status, such as permanently rejected. You can also view invoices older than a year by adjusting the date filter, or by searching for a specific cost center or creditor. Below, we explain the various statuses invoices can have, and who has access to what.
Different invoice statuses in the archive of Invoice Processing
| Status | Description | Where is the invoice in the process? | More information |
| Added, not yet coded (new) | The invoice has been newly added and has not yet been coded by the central administration. | Everything about coding invoices | |
| Partially coded | The invoice has been added and the coding has been saved by someone from central administration. | Everything about coding invoices | |
| Added, to be matched (new, to be matched) | The invoice has been newly added and has not yet been coded. An order number was recognized on the invoice, but automatic matching was not possible. | Order match | |
| Added, matched (new, matched) | The invoice has been newly added and has not yet been coded. An order number has been recognized on the invoice, and the invoice has been automatically matched to the purchase order. | Order match | |
| To sent | All mandatory coding fields have been completed; the central administration only needs to send the invoice (for review). | Coding invoices - Sending the completed invoice | |
| To sent (on hold) | The invoice has been fully coded and matched to an order. The order has not yet been registered as (fully) received; as soon as this happens, the invoice will be sent automatically. The invoice can also be sent manually from the Code menu, but automatic approval based on the order is not possible in that case. | Match orders - Send invoices (waiting for receipt) | |
| Pending | The invoice is pending review or (external coding) with an employee or group of employees. | Reviewing invoices or decentralized coding | |
| Rejected (awaiting administration verification) | At least one of the invoice lines has been rejected; the central administration must review the rejection and reprocess it, for example by adjusting the coding or permanently rejecting it. | Modify rejected invoices and permanently reject invoices | |
| Approved, to be verified | Optional: The invoice has been approved and needs to be verified. | Verify invoices | |
| Approved, awaiting verify(on hold) | The invoice has been approved and needs to be verified. A reviewer has placed the invoice on hold. | Verify invoices | |
| Approved, ready for processing (to be exported) | The invoice has been approved and can be exported to the financial/accounting package. | Export invoices | |
| Exported (processed into accounting package) | The invoice has been successfully exported to the financial/accounting package. | ||
| Paid | Optional status: The invoice amount has been paid to the creditor | Status paid | |
| Permanently rejected | The invoice has been permanently rejected and can no longer be processed. | Permanently reject an invoice |
- The view of various invoice statuses is briefly as follows:
Module administrators (central administration) : Views all invoices regardless of status (if working with administrators per administration, then only within the administration to which the administrator has access). - Users with archive access extension : Views all invoices where an organizational unit is specified for which the user has a role, or for a higher-level unit.
- Users without archive access : View all invoices that have ever been presented to them. Invoices where the user offered the action but never performed it also remain visible.
More information: View archive Manage invoice processing
Line-level archive
By clicking the ‘Line-level archive’ button at the top of the overview, the archive will be shown at line level. This overview provides detailed insight into which costs are currently in circulation. This makes it easy to find specific invoice lines and create an overview of, for example, all costs booked to a specific cost center.
View invoice
By clicking the magnifying glass icon at the end of an invoice line or the line itself, the invoice details will be shown.
At the top of this page, you can ask a question to a colleague or external contact about the invoice by clicking ‘Request opinion’. The correspondence that follows can be found under the ‘Correspondence’ button below the invoice scan.
Below the invoice lines, you can see who was responsible for the invoice and when. By default, the full history is not shown. Click the triangle to view it.
Insights into Automatically Filled-in Values
In the Spend Cloud, you can have various fields on an invoice automatically filled in during the coding process, for example, based on default values. In addition, an invoice can also be automatically filled in using Smart Suggestions. The 'Automatically filled-in values' button makes the following visible:
- Why a field value has been filled in.
- How the value was filled in (for example, the creditor, because the same IBAN number was found on the invoice).
This transparency helps in assessing the accuracy of the filled-in values and makes the coding process more efficient and reliable. For this reason, you can also view these buttons in the archive, so that they can be consulted even after the coding is complete.
Insights into Why an Invoice Is or Isn't Processed Automatically (Checklist)
The 'Automatic Processing' button plays a crucial role in ultimately automating the invoice process. When an invoice is created, the system performs various checks to determine whether it can be processed automatically and (if needed) sent directly for review. The button shows you exactly which checks were applied to an invoice and why it may not have been forwarded automatically. This gives you insight into the cause and the ability to adjust settings so that future invoices can be processed automatically more often. The result is a more efficient process: less manual coding, less time spent searching for causes, and more time for tasks that truly add value.
This transparency makes invoice processing significantly more efficient. By viewing this list in the archive, you'll spend less time figuring out the causes, gain faster insight into the next step, and benefit from a streamlined process that supports both daily operations and financial control.
Attached files
At the very bottom of the page, you’ll see an overview of all attached files. If you want to add a file, click the ‘+’ icon.
Are you an application administrator and want to know how to give users access to the Invoice Processing archive? Take a look at this article.
Editing invoices
Invoices can be edited during certain parts of the process. From the archive, invoices cannot be edited . See below in which sections and statuses invoices can be edited.
Coding
In the Coding section, invoices can be coded. This is usually done by the (central) administration. These are invoices with the status to be coded or matched.
Assess
Invoices to be assessed cannot be edited, as they are already in the review process. If an invoice is sent for coding, it can be edited from the Assess section. Read more about this in the following article: Assessing and coding invoices
If an invoice that needs to be assessed must be changed, it can be disapproved. From the Disapproved menu section, the (central) administration can edit the invoice and send it back into the review process.
Verify
If your Spend Cloud environment uses the Verify section, you can also edit invoices there, in addition to checking them. Keep in mind that edited invoices must be assessed again.
Export / Exported / Paid invoices
From the Export section, you can still edit an invoice by clicking the pencil icon. The invoice may then need to be resent for assessment if a change has been made. If you want to change an exported invoice (possibly with the status paid), you must reverse the export. Read more about how to reverse an invoice export in the following article: Reversing an invoice export
After editing the invoice, you can manually mark it as exported again. Keep in mind that these changes are not implemented in your financial system, and you will have to adjust the data manually there.
Spend Cloud Purchase to Pay: from order to payment
The Invoice Processing archive is only a small part of the purchase-to-payment process. Spend Cloud Purchase to Pay integrates the procurement, invoice processing, and contract management processes seamlessly. This even allows you to process invoices touchlessly: without any manual actions. Discover Spend Cloud Purchase to Pay and drastically reduce the number of administrative tasks.
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