Document History
Search Documents
Go to: ExFlow History -- > ExFlow Search Documents
ExFlow Search Documents can be used for searching documents for different criteria within ExFlow.
Read more about how to use this function under section Search Documents
Approval Status History
Go to: ExFlow History -- > ExFlow Approval Status History
The list can be personalized to show or hide columns, but the most commonly used columns are:
| Approval Status History | |
|---|---|
| Document Type / Document No. | Identifies the posted document. Drill down on the Document No. to open the Posted Document Card (or Archived Order/Quote Card). |
| Vendor No. / Vendor Name | The vendor the document was posted for. |
| Gross Amount / Net Amount / VAT Amount | The document amounts, including or excluding VAT. |
| Status | The current status of the document, for example Approved, Posted or Rejected. |
| Due Date / Posting Date / Document Date | The relevant dates for the document. |
| Vendor Document No. | The vendor's own invoice or credit memo number. |
| Currency Code | The currency the document was posted in. |
| Project No. | The project connected to the document, if any. |
| Contract No. | The contract the document was matched against, if any. |
| Connected Order No. / Order No. created from Quote | Links to a connected Purchase Order, or the Order created from an approved Quote. |
| Remaining Amount | The amount still open on the Vendor Ledger Entry, used to see if the document is fully paid. |
| Has Attachments | Indicates if the document has one or more attachments. |
| Has Approver Comments | Indicates if an approver left a comment during the approval flow. |
| Archived Document Exist | Indicates if an archived version of the document exists (only relevant when Archiving is enabled). |
Approval Status History --> Related
The ribbon on the Approval Status History page is organized into the following groups:
| Approval Status History --> Related | ||
|---|---|---|
| Approval Status | Card | Opens the Posted Document Card, or the Archived Order/Quote Card when Archiving is enabled. |
| Approval Status | Archived Quote Card | Opens the archived Quote Card, when an Order was created from an approved Quote and Quote Archiving is enabled. |
| Approval Status | Show Contract | Opens the contract that was matched to the document, if any. |
| Audit Log | Audit Log | Opens the Audit Log Summary/Detailed View, showing every action and field-level change recorded for the document. See the linked Audit Log section for more information on this action group. |
| Audit Log | Document Approval History | Generates a PDF showing the document together with its approval history. |
| Audit Log | Document Approval Flow | Runs a report showing the approvers the document went through, in order. |
| Audit Log | Document Approval Flow with Approval Rule | Same as "Document Approval Flow", but also shows which Approval Rule added each approver. |
| Files | Show Document Image | Opens the document image/PDF. When several documents are selected, they are downloaded together instead. |
| Files | Show Import Details (OCR) | Opens the original import (OCR) details for the document. |
| Approvers | Set Advanced Filter | Filters the list based on Approver and/or Project, see below. |
| Approvers | Reset filter | Clears the Advanced Filter and shows all documents again. |
| Re-Invoicing | Show Re-Invoicing Entry | Opens the Re-Invoicing Entry connected to the document. |
| General | Navigate | Finds all posted entries connected to the document, using standard Business Central Navigate. |
| Send Email to Vendor | Sends an email to the vendor (or another recipient) about the document. | |
| Sent Emails | Shows previously sent emails for the document. | |
| Confidential Documents | Set Document(s) as Confidential | Marks the selected document(s) as confidential, only visible to users with confidential document access. Only shown when Confidential Documents is enabled. |
| Confidential Documents | Set Document(s) as Non-Confidential | Removes the confidential status from the selected document(s), making them visible to all users. Only shown when Confidential Documents is enabled. |
Function to show ExFlow Approval Status History for posted documents, finalized orders and quotes. Find related information/documents to a specific document, both the "Posted Invoice or Posted Credit Memo" Card and the "Ex Doc Card". It is also possible to find the related OCR import information for the document or filter on "Approval Group".
ExFlow Approval Status History also contains finalized Purchase Orders and Quotes. A finalized quote is a quote transformed into an order. A finalized order is an order approved, invoiced, and removed. Read more under section ExFlow Order Status.
For posted invoices and credit memos, it is possible to see "Remaining Amount" from Vendor Ledger Entries directly in ExFlow Approval Status History. This means that it is possible to see if the document is paid or not.
Set Advanced Filter on a posted document
Use Approval Status History to find previously posted ExFlow documents.
Find specific documents either by using Search or by setting various standard filters. To find previously posted documents based on either Approver or Project, use the function Set Advanced Filter:
Select one or more Approver Group(s) and/or Project(s). Click OK, and the list of documents will be filtered to only display invoices where the selected project(s) appear on at least one invoice line and/or the selected approver(s) appears in the approval flow for at least one invoice line.
In order to reset the Advanced Filter, select Related -- > Approvers -- > Reset filter
Save Filter
In ExFlow Approval Status History it is possible to save filter.
Use Business Central Standard to set all filters. Click Save and name the filter.
Read Comments from Approvers
When comments are added in Discussion Panel/Chat or on document line it will be viewed in the same way as in Approval Status.
Imported Documents
Go to: ExFlow History -- > ExFlow Imported Documents
All interpreted and imported documents is shown in ExFlow Imported Documents.
If a User deletes an imported document, interpreted data can be found here marked as Deleted together with Deleted by User and Deleted at Date Time.
To show interpreted lines open Card.
Go to: Related -- > Line -- > Card
Chat Notification History
Go to: ExFlow History -- > ExFlow Chat Notification
An ExFlow User can view ExFlow Chat Notifications the user has been tagged in for the last 90 days.
Read more about this under section Discussion Panel / Chat and Line Comments.
Deleted Documents
Go to: ExFlow History -- > ExFlow Deleted Documents
If a document is created in ExFlow but not yet posted, it is possible to delete the document. In that case document will be saved and can be found in ExFlow Deleted Documents.
And if a Purchase Invoice or Purchase Credit Memo is unticked for Approval, the ExFlow Document will be removed, and information will be saved in ExFlow Deleted Documents.
Click on the ''Document Type'' to open the Deleted Document Card to review details.
