Overview

Import invoices

The import form is divided into three forms. The main form ('Import form all') shows all imported invoices with the most useful information. If you want to edit or view a selected invoice you click the Edit button to open the detailed import form.

In the import form, the user can push the button Cross company to be able to show invoices from all companies running ExFlow.

Import forms
Import form All	Shows both cost invoices and purchase order invoices.
Import form Expense	Shows only cost invoices.
Import form Purch	Shows only purchase order invoices.

Import form All

ExFlow | Invoices | Import form | Import form All

This is the overview form of all imported invoices with the 'side by side' display activated.

Use this form for the import of invoices to ExFlow, captured and interpreted by an external system or import of an image file (e.g., PDF) only. The button 'Import/Scanned Invoices' fetches the data file/s from the OCR interpretation (XML file) and populates the corresponding fields in D365 FO. The 'Import/Manual Invoices' button fetches the invoice images (PDF files) only, where the information has not been interpreted and will therefore have to be manually entered.

The invoice image can be viewed by clicking the 'General/Show invoice' button in the ribbon at the top. To start working with an invoice, the invoice has to be "Maintain/taken", if not already allocated to yourself as the user. To 'take' an invoice, mark one or more lines in the grid and push the button 'Take'. You will then see that the 'User Id' field displays the user that 'took' the invoices.

To be able to start working with an invoice first mark the invoice and then click the Edit button in the top left corner, and a new form will open.

Assign invoices to users

For assigning one or several invoices at once to specific user mark preferred lines, click 'Maintain' and 'Assign to'. In an opened window select preferred user and click 'OK'. 'User Id' field then displays the user that invoices have been assigned to. To be able to see this button user needs to have 'Exflow Purchase Payable admin' role.

Buttons (Action pane)
Cross company	Opens a new checkbox "Show all companies". When ticked, all companies' invoices will be displayed. The standard filtering can be used so that a user will by default only see (for example) 2 out of 10 companies in Cross company mode.
Edit	Open the selected invoice in Edit-mode.
Delete	Delete the selected invoice.
Maintain/Take	Updates the field 'User id' to the current user and allows the current user to edit the invoice. The reverse button is 'Release'.
Maintain/Release	This button releases the User id allocated to an invoice and changes the field to blank. The reverse button is "Take".
Maintain/On hold	Stops the invoice from posting to General ledger. In the grid the column 'Stopped' is ticked. The reverse button is "Un-hold".
Maintain/Unhold	This button releases the invoice to be included in posting. The reverse button is "Un-hold".
Maintain/Assign to	Updates the field "User Id to the assigned user and allowes the assigned user to edit the invoice. The reverse button is "Release".
Import/Scanned Invoices	Press this button to start the import of interpreted invoices including corresponding image file (e.g., PDF) into ExFlow. The data (XML) comes from the Import history form and the PDF image from the file share. The standard D365 FO function 'AIF inbound ports' needs to be set up to import the XML from the file share.
Import/Manual Invoices	Press the 'Manual' button to initiate the import of image files from the Manual import folder on the file share.
General/Post	This function will post the invoices into the D365 FO invoice pool, ExFlow 'Document' form and send the invoice to the first approver in the approval route. This also executes the 'Validate' function.
General/Validate	This function validates that all information is correct on the invoice. It validates against the ExFlow set up and also standard D365 FO Invoice register journal rules.
General/Show invoice	This function opens a preview window with the attached image file (invoice).
General/View side by side	This function shows the invoice image side-by-side on the same screen as the Import form.
General/Move invoice	This function is used to move an invoice from the active company to another D365 FO company within the same database.
General/Invoice History	This function shows the history of the header information for the selected invoice.
General/Update invoice date	This function updates the invoice date for all invoices.
Run action workflow	This function will run any action import workflow set up.

Fields (Upper pane)
Show all (check box)	Ticked: All imported invoices will be shown in the list, regardless of invoice status. Unticked: Only not yet posted invoices are shown.
Company ID	Shows the company id for the imported invoice.
Posted	This box is ticked when an invoice is "invoice journal registered" (posted).
On hold	This box is ticked when an invoice is put on hold (stopped) and is prevented from being posted.
Voucher	Voucher numbers created by standard D365 FO.
User ID	Displays the User who has ‘taken’ an invoice.
Invoice	Displays the invoice number.
Vendor	Displays the D365 FO standard vendor id.
Vendor name	Displays the D365 FO standard vendor name.
Debit	If a credit invoice/adjustment note, the credit amount is shown, otherwise it is blank.
Credit	Invoice amount is displayed.
Currency	Invoice currency code is displayed.
Due date	Invoice due date is displayed.
Reference	The captured Reference field on the invoice.
Project id	If the Project id is captured from the invoice, it is shown in this field.
Purchase order	If the Purchase order number is captured, it is shown in this field.
Scanned by user	Displays the User id for the person scanning the invoice.
Scanning date	Displays the date when the invoice was scanned.

Fields (Lower pane)	This pane shows the lines on the selected invoice.
Line type	Shows the line type. Ledger: Line with General ledger accounting only. Item: Line with stocked items linked to a purchase order Charges: Charges that are added to an 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.
Accounting details	Displays the accounting/coding of the invoice.
Purchase quantity	The line’s quantity. For an expense invoices the default value is 1.
Amount	The invoice line’s amount.
Approvers	Shows the approval route and each approver’s actual status for the line.

Below fields for PO invoices only:
Purchase order	Purchase order number. NB: To apply a line of type ‘Item’, you need to also select the Lot id from the drop-down in the Edit mode/form.
Charges code	If the line type is ‘Charges’, the selected Charge code (e.g., Freight, Penny difference etc.) is shown.
Lot ID	The received Purchase Order lines number that the invoice line is matched against.
Item number	The D365 FO item number.
Product name	The D365 FO product name.
Product description	The D365 FO product description.
Procurement category	The Procurement category.
Vendor item number	The External vendor’s item number.
Vendor item description	The External vendor’s item name.
Purchase quantity	The line’s quantity. For expense invoice the default value is 1.
Purchase price	The invoice line’s unit price.
Amount	The line sum.
Calculated net amount/amount origin	Calculated net amount per line.
Calculated sales tax amount	Calculated sales tax amount.
Sales tax code	Display’s the tax code based on the tax combination per line.
Percent	Calculated tax displayed in percentage per line.
Non-deductible %	Display’s nondeductible VAT in percentage.
Discount	Discount in percentage.
Line Discount	Discount amount.
Unit	Unit of measure.
Tax exempt number	Tax exempt number from the purchase order