Invoice archive

Introduction

In the Invoice archive menu, you can quickly create an overview of and search for booked invoices, credit notes, vouchers and reminders. You can search for invoices on the basis of several parameters such as customer, invoice no. (or a series of numbers), projects and their specific contracts, currency and department affiliation. It is also on this page that you can credit invoices, print one or more invoices and export booked invoices to XML. The icons next to the invoices make it possible to carry out specific actions on one or more invoices directly.

Description

As default, the invoice archive shows all invoices that were booked within a defined time period. The standard period is configured in the System administration -> Finance. The filter can be adjusted via several filter options below.

Filtering

Under the headlines View and Show details, you specify your search criteria. Next to the Show button, there is an arrow function which opens the opportunity to save the current filter or load and use previous filters.

When we mention invoices below, it covers all types of invoices, credit notes, vouchers and reminders.

Customer: Show invoices on this customer only
Project manager: Show invoices where this project manager’s projects are included only
Project: Show invoices on this project only
Task: Show invoices where this task appears only – only selectable, if a project is selected 
Contract: Show invoices where this contract appears only – only selectable, if a project is selected 
Contract type: Show invoices where this contract type is included
Standard period: Show invoices created in the pre-defined time period only
Period: Show invoices with booking dates in this time period only
Invoice range: Show invoices where the invoice no. is on the given range only. If the invoice number contains letters or special characters, please delete these when searching
Full text search: The Full text search searches on customer name, invoice no, the financial system’s invoice no. (if integrated with one), an invoice headline and invoice message
Customer contact: Show invoices where this contact is the attention person on the invoice only 
Account manager*: Show invoices where projects with this person are included only
Partner*: Show invoices where projects with this person as partner are included only
Department, projects*: Show invoices where the selected department’s are included (only available with the Department structure)
Department, invoice*: Show invoice drafts where the selected department is set as owner of the draft only. As a default, the draft gets the same department affiliation as the person creating the draft. This can be changed before the invoice is booked (only with the Department structure)
Invoice type: Show documents of the selected type only (default setting is invoices and credit notes)
Invoice template: Show invoices using this template only
Currency: Show invoices in this currency only

*These filter options may be hidden, if they are disabled in the system administration or not available in your version of TimeLog.

View options

Show balanced: Also show invoices and vouchers marked as balanced. This is done on the single invoice in the search result in the invoice archive
Show total amount: Show an extra column Total amounts incl. VAT in the search result
Show VAT: Show an extra column VAT in the search result
Show internal note: Show an extra column Internal note in the search result. Internal note is an extra field on invoice, where you may write information that is not included on the customer’s invoice
Show drafts: If this is selected, possible invoice drafts are included to provide a complete overview. It is not possible to take action on the drafts directly in the list. If you click the Draft in the Invoice no. column, the draft is opened for editing

Result lists

You open an invoice by clicking the invoice number or the Show invoice icon. It is possible to sort all columns by clicking the column headline.

Right to each line there is an icon with the following meanings:

  • Grey circle The invoice is not balanced and the payment terms are not overrun
  • Red circle The invoice is not balanced and the payment terms are overrun
  • Green check mark The invoice is balanced

You can change the status by clicking Ready for invoicing on each single invoice or by clicking the the icon directly in the results list.

The icons in the single invoice lines provide several options to carry out multiple actions on each invoice. If you click the icons, the associated actions are opened.

The six icons are from the left to the right:

  • Show invoice
  • Credit invoice
  • Send Reminder on the invoice
  • Copy invoice
  • Enter an Internal note on the invoice
  • Print invoice

If you mark several checkboxes to the right of the invoice lines, you can use the Select action menu to carry out the same action on more invoices simultaneously. You can e.g. use this functionality to balance and print one or more invoices with one click. Thereafter, click the OK button to perform the chosen action.

Invoice export to xml

In TimeLog, you can export invoices to XML files. This export provide the opportunity to transfer data from TimeLog to e.g. financial systems.

Mark the fields for one or more invoices to be exported to XML.

In the Select action menu, you select Export to XML and press the OK button to make the export.

Hereafter, you click the Download to XML export files to the right to list the exported XML files.

Click on the file name to open or save the export file for later import in a different administrative system.

Special remarks

It is possible to pre-define filters and layouts in the Page settings. It is also here, you set up what standard filter is pre-selected when you open the page, and if the page automatically loads the data contained in the standard filter when you enter the page.

It is not possible to use the action menu to process drafts in the Invoice archive report.

AUTO SAVE: Please note that this page automatically saves your information each time you change and leave a field. There may be a short delay on the save action, so please do not leave the page before you see a green flash as confirmation of having saved the data on the last field you have edited.

Last updated 08 Dec 2017