Purchase invoices

Purchase invoices are invoice documents and receipts from our company's suppliers. They are often job-related and are received digitally or physically.

Filter in the purchase invoice list

The list of purchase invoices can be narrowed using filters above the list.

Search with wildcards *

The search allows searching by document number, job number, supplier or subject of the document. Using the asterisk (*) wildcard searches can also be performed; in the illustrated example I can, for instance, by entering the search term 12*2020 Find all documents in which "12" is followed by "2020". For example, we would have a search hit on the second document in the list here.

Search by responsible person

Through this filter a user can be selected and the list then shows only that user's documents. The filter also includes the entry "My purchase invoices".

Search by status

This filter restricts the list to documents that are in a certain status.

Filter settings are saved until the next login to the system.

Status of purchase invoices

Purchase invoices progress from capturing the document to handing it over to accounting through the following process steps:

waiting for capture

A document has, for example, already been uploaded as an attachment but has not yet been further captured.

waiting for job assignment

This document has been captured and is waiting for a project manager to post it as an external service to one or more jobs. Under certain circumstances the project manager may already have been notified via followup.

waiting for payment approval (optional)

This document is waiting for a person authorized to approve payments to approve the document for payment.

waiting for booking (optional)

The assignment of the document to one or more jobs has been completed. Depending on configuration, payment approval may also have been granted. The document can now, if applicable, be paid and handed over to a third-party accounting system, e.g. DATEV.

booked

This document has been handed over to accounting.

Maybe not all process steps are enabled in your company?

As an administrator you can activate the optional steps under Settings > Process Definitions > Process Configurator for purchase invoices.

Learn more

In the list of purchase invoices you can see at a glance which status a document is in: