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Taking Action on Invoices

Taking Action on Invoices

From the Invoices List, you can access the invoice details, print, or void invoices. You may take action on a single, multiple, or all invoices at once.

Taking Action on a Single Invoice

On the Invoices List, to the right of each invoice is the Actions button. It allows you to take the appropriate action on that specific invoice:

  • View. Allows viewing the full details of an invoice.

  • Void. Annuls the invoice in the Open status. As you cannot edit a submitted invoice, you should void the invoice and then resubmit it with the appropriate changes.

Actions that you can take on a single invoice
Actions that you can take on a single invoice

How to View a Single Invoice

 

  1. Locate the desired invoice, and click Actions > View.
    Alternatively, click the invoice number in the upper-left corner of the desired invoice. The invoice details page appears.

  2. (Optional) To print the invoice, click Print at the bottom of the invoice details page. The page with the print layout appears.

  3. (Optional) Use the Next and Previous buttons to navigate between the invoices without going back to the Invoices List.

  4. To exit the detailed view, click Close in the upper-right corner.

When you go to the invoice details page, it opens with a unique link in your browser. You may share the link with other people, such as your colleagues or permissioned client users, for a quick review of the invoice.

How to Void an Invoice

 

  1. Locate the desired invoice in the Open status, and select Actions > Void. The Void Invoice overlay appears.

  2. Click OK. The confirmation message pops up at the top of the page, and the invoice disappears from the Invoices List.

Taking Action on Multiple Invoices

When you need to take action on a batch of invoices, you can select multiple or all invoices on the Invoices List.

  • To select multiple invoices, use the checkbox next to the desired invoices.

  • To select all invoices, use the checkbox at the upper-left of the Invoices List.

After you select the required invoices, two options appear at the bottom of the page — Void and Print — showing the number of invoices on which you can take that action. The Void option lets you annul Open invoices, while the Print option allows both printing and viewing selected invoices.

In the example below, two invoices are selected: one is Open and the other one is Approved. At the bottom of the page, notice that a “1” is next to Void, but a “2” is next to Print. This means that out of the two invoices selected, you can void only one invoice — in the Open status.

Example of an open invoice and an approved invoice as well as actions you can take on them
Example of an open invoice and an approved invoice as well as actions you can take on them

How to Print Multiple Invoices

 

  1. Select the required invoices.

  2. At the bottom of the page, click Print. The Print Choice overlay appears.

  3. Select Invoices Only, Attachments Only, or Invoices and Attachments, and then click Print. The list of invoices appears in a new browser tab.

  4. View the listed invoices, or hit Print to print all of them.

How to Void Multiple Invoices

 

  1. Select the required invoices.

  2. At the bottom of the page, click Void. The Void Invoice overlay appears.

  3. Click OK. The confirmation message pops up at the top of the page, and the invoices disappear from the Invoices List.