Invoice viewing window – EIM

If you have installed the Electronic invoice management option (EIM), you find a viewing window for invoices and documents/enclosures in the Register supplier invoice procedure. Here you can navigate between the invoice images and enclosures in the selected inbox. If an invoice has been received/imported by mistake and should not be registered, you can delete the invoice and the linked PDF and/or XML file. You can delete it in inboxes for PDF, Monitor-to-Monitor, and XML. In connection with the automatic import of invoices via CrossState, you can also delete invoices via the Failed inbox.

When registering new invoices you can also print/e-mail and save the PDF file. You access this function via the Print/Send button.

You can also write messages which will be saved to each respective invoice image. There is a toolbar with functions where you can print, browse between pages, search for text, zoom, rotate, add and delete documents/enclosures to and from the selected invoice image.

At the top left corner of the window, you find the button Keep on top. This button can be used if this window always should be placed on top of other procedure windows.

Document/enclosure

Here you select which linked document/enclosure you want to display in the window. If there are linked enclosures to an invoice, this is displayed via the button There are enclosures to the invoice to the right of the field. If no linked enclosures exist, you can only select Invoice.

On the toolbar you can also link documents/enclosures (loaded PDF/TIFF files) to the invoice image. These will then be selectable in this field. This is done by using the Add document/enclosure button in the function menu of the window. The button opens a dialog where you enter the file path, which document/enclosure type to add, and if the file should be deleted locally after it has been added to Monitor ERP. The attachment types are handled in the Scan documents procedure. You can also choose to replace existing documents/enclosures or delete enclosures.

You must save the invoice before adding documents or enclosures.

Messages

Here you can type messages meant for signers. The message will be saved to the invoice image. In this box you see the date and time when the message was created, as well as by whom.

On the toolbar menu you find the following buttons:

  • Keep on top – With this button you decide if this window should remain the top window.
  • Remember size and position of window – With this button you decide if you want the window size and position to be saved to next time you open the window.

The following buttons are available in the function menu for the invoice image:

  • Marking tool – With this button you mark/select a section on the invoice.
  • Hand tool – This is used to move the invoice image.
  • Print – This is used to print the invoice/document.
  • Previous/Next page – If the invoice/document consists of multiple pages, you can use these buttons to browse.
  • Find text – This is used to search for a certain text in the document.
  • Rotate – This is used to rotate the image.
  • Add document – This is used to add documents/enclosures.
  • Delete document – This is used to delete documents/enclosures.
  • Replace document – This is used to replace an existing document with another document.

You can see the page number below the invoice image. There you also find button you can use to adapt height and width, and zoom in/out.

On the right side of the invoice image in a side panel you see all messages and events for the invoice. You can open and close the Messages side panel by using the and buttons.

  • Show messages – Here you decide if only the messages for the invoice should be displayed.
  • Show events – Here you decide if only the events for the invoice should be displayed.
  • Only show my messages and events – Here you decide if only to show messages and events intended for me.
  • Ctrl + C – Use this to copy the message text to Windows Clipboard.

Here you can enter/type your messages regarding the invoice. This is done in connection with registration or authorization. You send your message by pressing the Enter key or the Add message button and then save in the procedure . All conversation history and all events related to the invoice will be shown (similar to the Monitor chat of the system) above the text box where you enter your message. Before you have saved in the procedure, it is still possible to delete the message you have written, that is, if you have only pressed the Enter key or clicked the Add message button. You delete messages by clicking the X in the upper right corner of the message and then save.

In the text editor you find the following buttons:

  • Formatting buttons – Use these buttons if you want the text to be bold, italic, or underlined.
  • Highlight section on invoice – Use this button to mark/highlight an area of the invoice to make it easier for the person receiving the message to know what to focus on. The image of the highlighted area is attached in the message. The receiving person can then view this highlighted area by clicking the button in the message.
  • High priority – If the message is important you can use this button. The message will then be displayed in orange and the text PRIORITY will be shown at the top of the message.
  • Insert message text – With this button you insert pre-defined texts in the message. These message texts should first be created under the Messages in EIM tab in the Phrases procedure.
  • Tag – Here you can tag/mention persons to whom you wish to address/direct the message. These persons will then see the comment extra clearly when the invoice is displayed, in a separate message window which opens over the invoice image. The tagged person can click the Mark all messages as read button to show that he/she has read their message,