š Web | š¤ Invoice processor
As invoice processor, you are responsible for managing all invoices for your company. To get an overview of all invoices,Ā go to the Invoice processor > Invoices.
Invoices are grouped into four different tabs depending on the status of the invoice:
Invoice inbox: Invoices to be processed
In approval: Invoices to be approved
In review: Invoices to be reviewed
All invoices: All statuses, including rejected, ready to export, and exported
Invoice inbox
The Invoice inbox contains all the invoices that you need to process and code. Here, you can only see invoices with New, Draft, and Needs revision status.
In approval
This tab displays invoices that are currently waiting for manager approval. It displays the submitter and the current approver (the invoice may require multiple approvers depending on the companyās approval workflow and the approval limit).
In review
This tab displays the invoicesĀ that are currently waiting finance review.
āļø Note
Once an invoice has been submitted, as an invoice processor, you canāt edit it any more. You need to recall the invoice before you can edit it.
You can recall an invoice when it displays one of the following statuses: In approval, In review, and Ready for export. Once you recall an invoice, it must restart the entire approval process again.
Filtering invoices
You can use the filters at the top of the page to get a more granular overview of the different invoices captured in the system.
Here, you can filter for specific attributes such as company (the legal entity to which the invoices belong), supplier, and the document type (invoice, credit note or purchase order invoice). The global search field lets you search for keywords in the invoice fields (invoice ID, invoice number, supplier name, submitter, current approver, invoice status). For example, if you enter the string "ale", it tries to find any invoices with this text in the invoice number, supplier name, submitter name, approver name, etc.
By clicking Advanced filters,Ā you can display other filters. More specifically, you can filter invoices by these filters:
Issue date: Date on which the invoice was issued.
Due date: Calculated date on which the invoice is due, based on the issue date and the payment terms.
Upload date: Date on which the invoice was created in Yokoy.
Total amount (invoice currency): Total amount due. You can enter a minimum or a maximum amount, or a range to restrict the invoices shown.
Supplier: Name of the supplier who issued the invoice.
Submitter: Name of the submitter or submitters who input/coded the invoice.
Document type: Refine the list by non-PO invoices, PO-linked invoices, or credit notes.
Currency: Choose to display invoices for a specific currency.
Status: Filter the list by New, Draft, Needs revision, In approval, In review, Ready to export, or Exported statuses.
Keyword rule: If you have set up Yokoy to detect specific keywords in invoices, filter the invoices by a specific rule.
Posting date: Date on which the invoice was posted in the finance system.
Contains messages: Displays invoices that contain at least one message.
Mentioned users: Choose the user tagged in the message.
Cost object: Invoices that contain the selected cost object(s) in at least one of their line items.
Supplier country: Country as provided in the supplierās address on the invoice.
š” Tip
Learn more about the different invoice statuses.