APFlow™ Module > Invoice Manager

Invoice Manager offers different views of invoices for Supervisor overview.

Note: The system remembers the last status viewed and will reload that status the next time you enter Invoice Manager.

InvoiceManagerblankwindow-mh

Filtering Invoices

Invoices can be filtered.

To leave the filtering in place but not use it, click Ignore Filters.

1.Right click InvoiceManagerFilters-mh to open the Advanced Filters dialog box.

2.Add a Filter Value for any column.

Note: If filter values already exist, click Clear All to remove them as necessary.

3.Click OK.

There is a Refresh icon, Refreshicon-mh , to reload the dialog box.

Advanced Filters

Approval Alert	Invoices listed were marked as Approval Alert by the Processor while in Invoice Entry or marked in Approve Invoices.
Approved	Invoices listed are approved. If multiple invoices are selected, the only actions enabled are Change Processor, Set To Export and Export.
Discount Priority	Invoices listed had a date entered in the Discount Date field while in Invoice Entry. Invoices that are XXX days away from their discount date. These display in blue font.
Do Not Pay	Invoices listed were marked as Do Not Pay by the Processor while in Invoice Entry.
Due Date Priority	Invoices listed had a date entered in the Due Date field while in Invoice Entry. These display in red font.
Exported	Invoices listed were exported. If multiple invoices are selected, the only action enabled is Reset For Edit and Export.
Incomplete	Invoices listed are incomplete.
In Document Route	Invoices listed are currently in DocRoute™.
Returned From Document Route	Invoices listed are no longer in DocRoute™.
Non Exported	Invoices listed are not currently exported. If multiple invoices are selected, the only action enabled is Change Processor.
Pending	Invoices were routed and the Processor is waiting for the invoices to come back; pending review.
Not Exported On Hold	Invoices listed are not currently exported and are on hold.
Rejected	Invoices listed are rejected by Reviewers or Supervisors.
Reset For Edit	Invoices listed have been reset for editing. This is how a previously exported invoice is reset to a non-exported state. Important: This feature only returns the invoice to a non-exported state in Sage Paperless Construction--not in the accounting system.

• Grid columns can be reordered by dragging and dropping column headings.

• Any column width can be re-sized.

• Once a column is moved, the system remembers so that the next time the columns display in the reconfigured order.

• Hide or display columns by right clicking on any heading. A list of columns displays. Columns that display are identified by a checkmark.

Note: The list displays the columns in the default column order. If a column was moved and then hidden and then selected to redisplay, the column will redisplay in the most recent location.

•The Vendor Name column can be reset to display the names in ascending or descending order.

In the Status column, the icon visually differs to reflect the following:

	Approved
	Exported
	Incomplete
	In Document Route
	Pending
	Rejected
	Returned From Document Route

InvoiceManager-mh

The listed invoices are color coded.

• Red Invoices require immediate attention based on their due date. Any invoice that is due within the next 5 days, or is currently overdue, displays in red.

• Blue invoices require immediate attention based on their discount date. Any invoice with a discount date that is expiring within the next 5 days displays in blue.

• Black invoices are invoices with no due date or discount date priorities.

The Selected Total reflects the Invoice Total column figure for any row(s) highlighted in the grid.

The Count reflects the number of invoices in the grid.

When an invoice is highlighted:

➢ Double-click the highlighted line to open the invoice in the Invoice Entry screen so changes can be made or information re-checked, as needed.

➢ Select one of the actions that display on the right side of the viewing pane:

Actions

	Approve	Approve the invoice. If you click the Approve button, this is the equivalent of approving the invoice on behalf of all reviewers assigned, similar to what would occur if a Processor with Approve Invoice permissions approved the invoice in the queue.
	Release Hold	Remove any holds previously placed on the invoice. This includes Processor, Reviewer and Accounting system holds. This button is only active if the selected invoice is currently on hold.
	Reviewer(s)	Click to view the Reviewer Status dialog box. On the top portion of this dialog box is a list of the individuals who reviewed this invoice. You can see who was assigned as a Reviewer of this invoice, the sequence order and the current route state of the invoice. On the bottom portion of this dialog box are the notes that have been added to this invoice. To add a new note, click Add Note.
	View Invoice	Opens the Invoice Entry screen for the selected invoice. On the Invoice Entry screen, you can proceed to make any necessary edits. The permissions available here are the same as if you were a Processor editing the invoice in your queue.
	View Documents	Open the Document Matching to display those documents already related to the selected invoice. (Document Matching) You can use the Search feature to look for additional indexed documents.
	Invoice Info	Open the Invoice Information dialog box to view the invoice number and invoice information such as the entry date and export date. Also on the Invoice Information dialog box is the vendor information including name and assigned vendor number, address and other contact information. Finally, it includes the Processor contact information as well as identifies the Reviewers, the invoice lines they reviewed and their sequence.
	View Audit Trail	Generate an Invoice Document Audit Log detailing all the activity surrounding the invoice--essentially who did what and when. This report can be printed, routed or emailed from this window. Use the Find Text feature to quickly search for characters throughout the document.
	Delete Invoice	Click Delete Invoice and a Delete Invoice warning dialog box will display. This is a warning that the selected invoice is going to be permanently deleted from the APFlow™ process. You have two options: •Delete an invoice from the APFlow™ process only. •Delete an invoice AND delete the document and indexes from Sage Paperless Construction. The underlying document and indexes are not deleted unless that option is selected.
	Change Processor	The Change AP Processor dialog box displays. You can change the AP Processor who "owns" the invoice--essentially in whose queue the invoice resides--in APFlow™. You can also change the vault, if necessary. Note: If the name displays in red, that individual does not have vault access.
	Revoke Routing	A warning dialog box will display. Selecting this will undo the Document Routing applied to the invoice. This removes the invoice from everyone's inboxes and returns it back to the "owner" Processor with an Incomplete status.
	Set To Exported Reset For Edit	Invoices listed are set to be exported. Invoices in an Exported status cannot be edited. Invoices listed have been reset for editing. This is how a previously exported invoice is reset to a non-exported state. Important: This feature only returns the invoice to a non-exported state in Sage Paperless Construction--not in the accounting system.
	Export	Fully approved invoices can be exported here. Select the invoice(s) you want to export and click the Export button. The promptings that display here are the same as those that display when you are exporting from the Processor's queue. A Posting dialog box similar to the following displays: Use the field dropdown to select the appropriate period and then click OK.

Click Manage APFlow™, InvoiceManagerManageAPFlowicon-mh to access the Manage APFlow™ window. This is where settings, including granting Processors the right to export (Allow Processor Export), can be changed. (Manage APFlow™)

Click Manage Batches, InvoiceManagerManageBatchesicon-mh to open the Manage Export Batches window where changes to the path of the batches can be made and where previously exported invoices can be reset for edits and then re-exported. For greater details, click here.