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 Authorize supplier invoice procedure. Here you can navigate between the invoice images and enclosures that you have for authorization.

Tip! You can choose to only work in this window and not use the posting box in the procedure window, when you are working with authorization of invoices.

You can configure a personal setting to decide if the side panel, which displays messages, should be shown automatically. You find this setting under Settings in the backstage of the desktop, in the sub-menu called "Messages and reminders".

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 made by using the button Add document/enclosure in the toolbar 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.

Toolbar

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.
  • Authorize (Ctrl + Q) – With this button you authorize the invoice.
  • Forward (Ctrl + Shift + F) – Use this button to forward the invoice to the next signer or head signer.
  • Reject – Use this button to reject the invoice.

Invoice image

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.

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 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.

Text editor

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 very important, the message will be displayed in orange and the text PRIORITY is 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,