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The Documents view

Administrators use this view to browse documents and batches, and examine documents in the Online Office document viewer.

To access this view: Select a Documents node in the administration tree view.

This view contains multiple tabs which depend on your settings and whether you view a partner or customer account. The available tabs are:

  • Documents

  • Batches

  • AP documents

  • AR documents

  • AP batches

  • AR batches

The list can be filtered according to the file name, status and other items of interest. Clicking a TRACK ID in the list on the Documents tab displays the Document details view. Clicking a TRACK ID in the list on the Batches tab displays the Batch details view.

REFRESH Refreshes the list view.
UNLOCK Unlocks the selected invoice.
Use caution when using this feature because normally an invoice is locked while someone is working with it.
DELETE Deletes the selected invoice or batch.
Displays a dialog where you select which columns you want to see in the list and whether you want to see deleted documents. The columns that appear vary, depending on which document process you use, accounts payable or accounts receivable. Available fields include:

Accounts payable Accounts receivable

  • Buyer

  • Currency

  • Current approver

  • Due date

  • External ID

  • File name

  • Gross amount

  • Help by

  • Held date

  • Hold reason

  • ID

  • Invoice date

  • Invoice number

  • Purchase order

  • Received

  • Reject reason

  • Status

  • Supplier name

  • Supplier number

  • Track ID

  • Workflow

  • Base type

  • Customer account

  • Customer name

  • Customer number

  • Delivery date

  • External ID

  • File name

  • Held by

  • Held date

  • Hold reason

  • ID

  • Order date

  • Order number

  • Received

  • Reject reason

  • Seller

  • Status

  • Total amount

  • Track ID

You can also choose to display deleted documents by selecting Include deleted.

The Document details view

To access this view: Select the Documents tab and click a TRACK ID in the list.

OPEN IN OFFICE Opens the current document in AP Essentials Office.
UNLOCK Unlocks the current invoice.
Use caution when using this feature because normally an invoice is locked while someone is working with it.
DELETE Deletes the current invoice.
Image Displays the invoice image.

  • FULL SCREEN - Displays the invoice image full screen.

  • PRINT - Opens the invoice image in a new window and prompts the print dialog.

History Displays the document event history.

The Batch details view

To access this view: Select the Batches tab and click a TRACK ID in the list.

UNLOCK Unlocks the current batch.
Use caution when using this feature because normally a batch is locked while someone is working with it.
DELETE Deletes the current batch.
Documents in batch Lists all of the documents in the current batch. Clicking the status of a document opens the document in the Document details view.
History Displays the batch event history.