Actions

In the Supplier Invoices section, AbaNinja offers you various actions to efficiently manage your supplier invoices. These actions can be found both in the overview list and in the detail view of a supplier invoice via the three-point menu in the top right corner. The most important actions are:

• Edit: Opens the invoice for adjustment of the data, as long as the status allows it.
• Enter Payment: Record a payment to the supplier invoice. Here you can, for example, document an already made transfer or record a new payment.
• Show Activities: Shows the history and all activities around the invoice, such as when it was created, edited or paid.
• Cancel: Sets the invoice back to the status "Open". This is helpful if a mistake was made or the invoice is no longer valid.
• Definitely cancel: The invoice is definitely cancelled and can no longer be processed further.
• Archive: Moves the invoice to the archive. Archived invoices are no longer active, but can be restored at any time.

Benefits

With these actions, you can control the entire life cycle of a supplier invoice - from recording to archiving. You always have an overview of open, paid, cancelled or archived invoices and can thus keep your accounting clean and traceable. Especially the possibility to record payments directly or to cancel invoices supports you in quickly correcting errors and knowing the current status of your liabilities.

Notes and Tips

• You can only edit an invoice as long as it is not in the status "Confirmed" or "Paid".
• Cancelling an invoice sets it back to the status "Open" and allows further editing. A definitively cancelled invoice, however, can no longer be edited or restored.
• Supplier invoices cannot be deleted directly due to their numerous connections (e.g. to addresses, bank or accounting accounts), as this would lead to complications.
• Archived invoices still count towards the limit of your account subscription. Use the archiving function to keep an overview without deleting invoices.
• The "Show Activities" function helps you to be able to trace changes and editing steps at any time - ideal for internal controls or inquiries.
• Payments you record are automatically booked in the accounting and the open amount of the invoice is adjusted.
• You can always access the most important actions via the three-point menu, whether in the list or detail view.

Tip: Use the filter and search functions in the overview to specifically search for certain supplier invoices, status or amounts. This way you can quickly find the desired invoice and perform the appropriate action.