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Edit/view invoice distributed for approval

This form shows the selected invoice to view or edit.

ExFlow | Common | All Document invoices.

Select the Edit button

Graphical user interface, table Description automatically generated

Use this form to view and edit the data in an invoice that is distributed for approval. Accounts payable personnel typically use this form.

Buttons (Action pane)
SaveSave the entered data.
ArrowsToggle between invoices.
GeneralDisplays all fields on the invoice header.
OverviewShows a selected number of the header fields and all fields of the lines. Default mode.
General/Approve invoiceClick to approve the invoice.
General/Restart approval routeClick to create a new approval route. This is used when an approver has returned the invoice to the accounts payable team.
General/Retrieve product receiptsIf the item lines on the invoice are not imported, you can retrieve these items from the receipt of the purchase order items instead. This is often used when one invoice corresponds to a receipt, and header level matching only is required.
General/Retrieve purchase ordersIf the item lines on the invoice are not imported, you can retrieve these items from the purchase order instead, and header level matching only is required.
General/Add penny differenceAdd a penny difference row for purchase order invoices. This will automatically add the amount difference between the sum of all lines and the net sum on the header.
General/Allocate difference amountUsed to manually trigger amount difference allocation between header and lines.
General/Invoice matchingUse to run invoice matching. For example, if a purchase order has been delivered after it has been posted from the ExFlow Import form. This function will rematch the invoice against the purchase order again and attempt a full match.
General/PostPost the purchase order. This option will open up a Dynamics 365 standard form for handling purchase order, but the data will be automatically populated based on the ExFlow lines.
General/Show invoiceOpen a preview window with attached PDF invoice file.
Buttons (Lower pane), Document lines (Line view)
Add lineAdd a new line.
RemoveRemove the selected line.
Approve lineClick to approve selected line.
Suggest approversCreate an approval route based on the current setup of "Approval and validation rules".
NameThe D365 F&O item name.
Add approver
(Tab Approvers)
Insert a new line and select an approver.
Remove
(Tab Approvers)
Delete the selected line.
Approve
(Tab Approvers)
Approve the selected invoice line for a selected user (line). A comment is required.
Reject
(Tab Approvers)
The selected user may reject the invoice line, for additional processing. A comment is required.
Hold
(Tab Approvers)
The selected user may put on-hold the invoice line. It can be used when the additional information is required before he/she can proceed.
Fields (Upper pane), Document header (Line view)
NumberDisplays the invoice number.
StatusThe current invoice status.
Active: Invoice is posted from the Import form and released for approval.
Approved: All lines on the invoice are approved by the final approver and no approval requirements remains on any line, i.e., the invoice is approved.
Invoiced: The invoice is approved/posted in the Invoice Approval Journal.
Cancelled: The invoice has been cancelled.
VoucherDisplays the standard Dynamics 365 voucher number.
Posting dateThe date when the invoice was posted.
Due dateThe date when the invoice is due.
Invoice dateInvoice date. This will override the posting date, according to the standard D365FO e.g., calculation of due date.
Net amountThe invoice amount excluding sales tax (VAT). Credit invoices display a minus (-) sign.
Sales tax amountThe sales tax (VAT) amount.
CurrencyDisplays the invoice currency code.
BalanceThe difference between the amount of the invoice total amd the invoice lines.
Purchase orderPurchase order number, if applicable, for the invoice.
ReferenceThe Reference field from Import/invoice is shown.
Line amountThe sum of all line amounts.
Invoice typeInvoice type is used for classifying invoices.
Fields (Lower pane), Document lines (Line view)
Flow statusFlow status of the lines:
None: The first status before it is posted from the Import form and released for approval.
Active: The invoice is posted in import form and released for approval.
Approved: All lines on the invoice are approved by the final approver and no approval requirements remains on any line, i.e., the invoice is approved.
Received: Not applicable
Invoiced: The invoice is approved/posted in the Invoice Approval Journal.
Cancelled: The invoice has been cancelled.
Line typeShows the line type.
Ledger: Line with General ledger accounting only.
Item: Line with stocked items and linked to a purchase order.
Charges: Charges that are added to a purchase order invoice.
Project: Line related to the Project module with a project id.
Asset: Line related to the Fixed assets module with an asset id.
Procurement: Line that defines the Procurement category.
Landed cost: Line that defines the landed cost category.
QuantityThe line’s quantity. For expense invoices the default value is 1.
Unit priceThe invoice line’s unit price.
AmountThe line sum.
UnitUnit of measure.
Fields (Lower pane), Line details (Line view), Tab Dimensions
AccountEnter or select the accounting dimensions values.
Alt + Up arrow: Displays the account structure’s dimensions.
Alt + Down arrow: Displays the current dimension’s values.
Financials dimensionsDisplays the selected dimensions values.
Other dimensionsDisplays the non-financial dimensions which apply to the selected line type (Ledger, Asset etc.).
Below fields for Procurement type lines only:
Procurement categorySelection of the Procurement category.
Below fields for Landed cost type lines only:
VoyageVoyage ID
Cost type codeCost type code.
Bellow fields for Project type lines only:
Sales currencySales currency
Sales priceSales price
Project dateProject date
Project sales tax groupProject sales tax group
Project item sales tax groupProject item sales tax group
Fields (Lower pane), Line details (Line view), Tab Approvers
Is roleCheck marked when a Role is selected in the field User/Role.
User/roleSelect a User or a Role to approve this invoice line. A Role is a predefined group of users where any one of them can approve the invoice line/s.
CommentDisplays the username and the comments that the user has added.
Approval dateDisplays the date of approval.
Restarted dateIf the button "Restart approval route" has been clicked, this date is shown.
Approved byThe name of the user who has approved the selected invoice line.
AssignedThe number of calendar days in which the line has been waiting for approval.
Approver statusDisplays the user approval status. If the approver is waiting, it is set to "current".