🌐 Web | 👤 Invoice processor, Finance
Companies deal with numerous invoices daily. Any delays or miscommunication can lead to costly mistakes, strained relationships with vendors, and disruptions in cash flow. To ensure communication flows quickly and effectively, Yokoy lets you exchange internal messages about invoices within the web app.
Invoice messages are displayed in a separate collapsible panel in the invoice detail view. You can access the panel by clicking the messages icon in the Action toolbar.
✏️ Note
This feature is not available in the mobile app. To view any invoice messages that other users may have added to invoices, you must use the web app on your mobile browser.
Difference between invoice messaging and Remark/Comments field
Any information added using invoice messaging is treated as internal comments and is only kept while processing the invoice in Yokoy. Any comments are not exported when the invoice is exported. You can still view them in Yokoy.
The Remark/Comment field in the invoice header is used to add comments that may be relevant for the financial processing of the invoice. Text entered in the Remark / Comment field is logged in the History tab when the invoice is saved and cannot be edited. These comments can be subsequently exported to the finance system to be included in the journal entry (if supported).
Adding a message
To add a message to an invoice, enter the comment in the text box and click Send.
The invoice message is displayed with the date and time and the person who made the comment. If you make a mistake, you have up to 7 seconds to remove the message by clicking Undo.
Tagging other users
You can tag any user in the organization by entering the At sign (@) and the user’s name. Users can be from the same company as where the invoice is being processed and from other companies in the organization.
When you tag a user in a message and click Send, an email is sent to that user to inform them. The email contains the message, as well as the invoice number and the supplier name. It contains a link that allows you to access the specific invoice directly. The language of the email is determined by the language set in the user’s profile.
Depending on your role and the invoice settings, you may or may not be able to edit the invoice. However, you can view any messages added.
🚧 Caution
If you click on the email link from your mobile device, you are redirected to the web app in your mobile browser, rather than the Yokoy mobile app.
Viewing invoice messages
You can see if an invoice has any messages from the invoice overview table and in the Action toolbar. What’s more, you can filter invoices by contains message or by mentioned users, helping you to pinpoint invoices that need action.
The invoice overview table contains a message icon to indicate that the invoice has one or more messages associated.
In the invoice detail view, the message icon is displayed with a blue dot if the invoice has any messages.
