The Invoice Processing Archive

In the Archive section of Invoice Processing, you can find all the invoices that have been assigned to you at some point. The overview displays the status of each invoice. Clicking on an invoice line takes you to a page with all the details about that specific invoice.

Different invoice statuses in the archive of 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.  

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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