Document actions

This page describes actions that occur in several steps. The pages on the individual steps link here.

Problem with this document

Anything that deviates from the normal flow starts in the bottom left corner of the opened document with Problem with this document:

1. Click Problem with this document.
2. Select the matching action. A yellow note below the selection explains what the action does.
3. Fill in the required fields, for example a reason, a person or a date.
4. Click the button in the bottom right corner. Its label depends on the action.

Problem with Document window with the list of actions, the yellow explanation and the text field for the reason

Which actions exist in which step, and what they are called, is set up by your administrators. In the standard setup the action names are German. The following sections describe the usual actions.

Reject

With Rechnung ablehnen (reject invoice) you report that the invoice is wrong in content or does not belong to you at all. A reason is mandatory.

• In accounting and approval, the document goes to the Ablehnungsanfrage (rejection request) step for accounts payable. They decide whether the invoice is rejected (Beleg ablehnen) or goes back to accounting with an explanation (Kontierung erneut starten).
• In the final check, Rechnung ablehnen rejects the document permanently.

Note

If only a single item line is wrong, do not reject the invoice in the approval step; use Reject on the line instead, see Approval.

Pass on

With Beleg weitergeben (pass on document) you hand a document in accounting to another person or role who should do the accounting. Select Neuer Kontierer (new accountant) or Neue Kontierungs-Rolle (new accounting role) and add a remark if needed. The document disappears from your task list.

If the selected person is currently absent, invoiceR shows a note.

Create an email request

With Email-Anfrage erstellen (create email request) you write an email about this document to another person, for example with a question. Select the recipient and write the text. The recipient gets read rights for the document and can view it. The document itself stays with you.

Query

With the query action you temporarily hand the document to another person when you have a question about the document or its accounting. Select the person and write your question.

• The document gets the chip Nachgefragt (queried) and is with the person you asked.
• They answer on the Comment tab and then click Return invoice.
• The document comes back to you and the chip disappears.

Park

With the park action you put a document aside until a certain date, for example because you are waiting for a credit note.

• The document gets the chip Parkiert (parked).
• It disappears from your task list and is no longer included in the daily reminder email.
• It comes back by itself on the selected date. With the corresponding permission you see parked documents in the task list with Show parked Tasks and can bring them back earlier.

Note

Query and park are only available if your administrators have set them up.

Comment

On the Comment tab you write remarks about the document that everyone involved can see. Type the text in the New Comment… field and press Enter or click the paper plane icon.

An icon in the tab title shows that there are comments, coloured if you have not read them yet. In the task list and the archive you can show the Last Comment column.

Documents

The Documents tab contains the invoice and all further files belonging to the document.

• View: select a PDF in the list; it appears in the document viewer.
• Download: click Download next to the file.
• Add: click Choose Document or drag files into the field (…or drop here), for example email correspondence or a delivery note. This also works in the archive.

Files that are not PDFs are listed under Other Documents.

Document history

The History tab lists in chronological order everything that happened to the document: import, assignment, accounting, approvals, rejections, passing on, queries, parking, and who did what and when. Click an entry to see the details.

You see the history in every task and in the archive.