Navigation

The Navigation box is only available if the option Electronic invoice management (EIM) is installed.

The navigation works as a side panel which you can use to shift between invoices you want to work on. By using the button next to the heading you can collapse and expand the navigation panel. The panel displays a structure view of the invoices that are in different stages of the process.

The invoices are loaded or imported to different inboxes for registration and final coding. There are also inboxes where you can see rejected invoices and pending invoices, and take action regarding these invoices. For each invoice in each inbox, you see the consecutive number, supplier, and due date. It is also possible to sort the columns based on this information.

By clicking Refresh , you can manually update the information in the navigation panel. This can be useful if you want to see if any new invoices have arrived when the procedure is open.

You import an invoice to an import window by clicking the Import invoice button or by double-clicking on an invoice. This applies to the Monitor-to-Monitor inbox and the XML inboxes. You can check the invoice information in the import window and in the viewing window you can see an image of the invoice. Then you load the invoice information by using the Create button in the import window. You can add more information and also register the invoice by saving. Please see Import of supplier invoice.
The Import invoice button is deactivated if you are using EIM Workflow. Import will then take place automatically (see below).

By using the button called Show e-mail message you can see the e-mail message in which the supplier invoice was attached. This applies to the Monitor-to-Monitor inbox.

Paper invoices that have been scanned as PDF files will here be linked to the supplier invoice that is being registered. The scanned invoices are placed in a PDF inbox. The scanning is made in the Scan documents procedure on a computer where a scanner is installed. This can also be made directly from the scanner. The path to the PDF inbox must first be registered in that procedure.

If you place your cursor over an invoice in a PDF inbox you will see a viewing window to the right of the procedure window. Here you can navigate between the invoice images in the inbox and, for example, link different files as attachments, and write messages (annotations) which will be saved to the invoice image in question. Read more about the viewing window Invoice viewing window – EIM.

E-invoices that have arrived via e-mail from suppliers that also use Monitor ERP, are here imported from the inbox called Inbox for Monitor-to-Monitor for registration. Here you can read more about how to configure this inbox.

Interpreted invoices are automatically placed in the For registration/verification inbox. From this inbox you get to import and verify interpreted data on the invoices and then you register them. All data in the invoice header of expense invoices is interpreted, but for material invoices you manually have to link the invoice rows to purchase order rows.

E-invoices are automatically placed in the Pending inbox. But if you have entered an authorized signer for the suppliers the invoices will be imported and automatically sent for authorization. Then they will not be placed in any of the inboxes.

Rejected invoices that you are working on might be invoices that have been rejected on the authorization round and then have been sent back to the financial department. Perhaps one of the signers has noticed a discrepancy on the invoice and therefore sends it back for further investigation. When a signer has rejected an invoice, the action in the authorization list will show the text "Rejected" for the signer in question. If there are additional signers in the list, the text in the action column will automatically say "Not handled".

If there are rejected invoices, you can adjust, save, and leave them as rejected

You can also resend the invoices for authorization. You then have to go to the authorization list and add signers again. When you save, the invoice will be removed from the Rejected box and sent for authorization once again. If you add signers that earlier had the action "Not handled", these actions will be replaced with a blank row instead of "Not handled". These will be added at the end of the list. You can also delete records in the list that have status “Not handled”. This can only be done if you have sufficient user rights to modify the authorization list.

You can also final record the invoice. This can only be made if you are authorized to final record invoices without having to send them for authorization.

You can use "Pending" if you during registration of the invoice, for example, discover that additional information is needed before it is sent for authorization. You can also use it if you wish to await arrival reporting of the purchase order which the invoice actually concerns. The Pending status can also be used if you are unsure to whom the invoice should be sent, and want to look it up after saving. Read more about the Pending setting.

When using the EIM Workflow option, more inboxed will be added in the navigation panel. The following inboxes belong to Workflow:

Register credit invoice – In this inbox you find all imported credit invoices. A credit invoice cannot be automatically handled by Workflow. It always has to be handled manually; enter what to be credited, link signer code, link order, etc. before it can be sent along to Workflow for authorization and final recording.
Create authorization list – In this inbox you find the imported invoices which got stuck only because an authorization list could not be linked when the invoices were registered. In this inbox you get to link a signer or an authorization list to each invoice, and send the invoices along in the Workflow for authorization and final recording.

Tip! Make sure each supplier has an authorized signer. This will prevent invoices from getting stuck in this inbox.
Find order/part – In this inbox imported material invoices will get stuck, but only if invoice row could not be matched with purchase order row. In this inbox you get to check what was not matched on the invoice rows. Correct/adjust it and then you should manually link order row to the invoice row in question and send the invoices along to Workflow for authorization and final recording. This inbox is also available in the Authorize supplier invoice procedure.

Tip! Make sure the supplier links on the parts have correct information, such as, supplier's part number. This will prevent invoices from getting stuck in this inbox.
Awaiting arrival reporting – Here the imported material invoices will get stuck if the corresponding purchase order rows have not been arrival reported. These invoices do not have to be handled manually since they are being monitored by Workflow and will automatically be taken care of when the order rows have been arrival reported. Here you also find invoices that were in the For final recording inbox but had unmatched invoice rows and the user sent the invoice along to Workflow. This inbox is also available in the Authorize supplier invoice procedure.
Failed – In this box you find imported invoices if the registration fails (normally this happens because the supplier could not be matched). No regular consecutive number will be assigned to these invoices. Instead, all of them will get 0 as consecutive number. In this inbox you get to adjust what is missing to be able to perform regsitration and send the invoices along to Workflow.

Any XML inboxes you created as well as the M2M inbox will not be shown once you have installed the EIM Workflow option. This is because import of invoices from such inboxes will be done automatically when you run Workflow. Signer code for these types of invoices is loaded either from the reference on the purchase order or from the BuyerReference tag in the XML file, if no signer has been entered in the supplier register.