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Invoice Management Dashboard

The Invoice Management Dashboard allows users with appropriate permissions to view and manage invoices.

Activate the Invoice Management Dashboard

Admins with appropriate permissions may control user access to the Invoice Management Dashboard via the Access Permissions admin screen.

1. In the Admin menu, click SECURITY > ACCESS PERMISSIONS.

2. Click the POLICIES tab, select the appropriate policy, and click EDIT.

3. In the Permissions section, under Invoice, find the Invoice Management section and check Invoice Management.

  • Use the checkboxes next to individual actions to further specify what users may do on the Invoice Management Dashboard.

4. Click SAVE.

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Access the Invoice Management Dashboard

Click the MENU button in the upper left corner, then click INVOICE MANAGEMENT.

Only users of wide-screen devices may access Invoice Management; the menu item will not display on narrow-screen mobile devices.

The Invoice Management Dashboard will open.

Column Headers

Click a column header to sort the list of invoices by that criterion.

  • Vendor Name
  • Vendor Type
  • Invoice Number
  • Invoice Date
  • Amount: Click the funnel icon to filter by amount.
  • Assigned To
  • Assigned On
  • Status
  • Rush
  • Attachment
  • Warning
  • Parked

You may drag a column header into the blue bar at the top of the screen to group the list of invoices by that column. To remove the group, click the X next to the column header name.

Search Invoices

Use the text box in the upper left to search for invoices by Number or Invoice ID.

Select ADVANCED SEARCH to search by detailed Invoice Info, Status, Special Handling, or Personnel.

  • To include inactive vendors in the search results, an admin with appropriate permissions must enable it. See the "Invoice – Include Inactive Vendors in Invoice Management Search" section of Customer Preferences Admin Screen.

You may use the slider on the right to scroll through search options or the tabs on the left to automatically jump to the desired search option. Then click SEARCH.

The Invoice Info tab allows you to search by Vendor, Invoice Number, Invoice Date, and anywhere within the Invoice Description.

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The Special Handling tab allows you to search against multiple invoice special handling options simultaneously.

The Status tab lets you search on multiple invoice statuses simultaneously.

Saved Searches

You may also save the desired search parameters to use again by clicking SAVE. A pop-up window will ask you to name the search. Then click SAVE again.

To access the search later, click SAVED SEARCHES at the top of the Invoice Management Dashboard and select it from the list.

  • Use the pencil icon to edit a saved search.
  • Use the underlined A icon to rename the saved search.
  • Use the trash can icon to delete the saved search.

Preview Invoices

Click once on an invoice in the list to open a preview. In the preview, click PREV or NEXT to cycle through previews of the other invoices on the dashboard. Click the back arrow in the upper left to return to the Invoice Management Dashboard.

There are several actions you may perform directly from the preview:

  • Images: Click to view any images attached to the invoice.
  • PDF: Click to view the Cover Page, Full Report (invoice) or Full Report (invoice) with Image
  • Edit: Opens the invoice for editing.
  • Submit: Return or approve the invoice. For complete details, see Approve Invoices in Chrome River or via Email.

Click the three dots icon to access further actions:

  • Delete: Delete the invoice.
  • Tracking: See where the invoice is in the approval process. For complete details, see Track Your Submitted Invoices.

Edit Invoice

Check the box next to the desired invoice and click EDIT.

Assign Invoices

Check the box next to one or more invoices you wish to assign to a specific approver or group and click ASSIGN.

Choose the desired approver or group from the drop-down menu, enter a comment, if necessary, and click ASSIGN.

Cancel or Delete Invoice

For complete details on canceling or deleting an invoice, and the difference between the two, see Cancel or Delete an Invoice via the Invoice Management Dashboard.

Configure Invoice Cancellation Codes

Administrators may use the Entities Admin Screen to create, edit and delete the invoice cancellation reason codes that appear in the drop-down on the Cancel Invoice pop-up screen.

1. Click ADMIN SETTINGS > MASTER DATA > ENTITIES.

2. Search for "Cancel Invoice" in the Entity Types list.

  • If the entity type does not yet exist, click the blue plus button to create a new one with these parameters:

  • Name: Cancel Invoice

  • Description: Invoice Cancellation Reason

  • Code: InvoiceCancelReason

  • Use the Sort Order drop-down to change the order in which this entity type will appear in the list.

    • You may sort by Entity Name, Entity Code or Sort Order.

    If your organization sends in an Entity Type data feed, it will overwrite your current entity types and all the associated entities. To prevent specific entity types from being overwritten, click the Do Not Delete (from feed) check box for each entity type.

    • In the "Would you like to update all the DND flags for all belonging to this Entity Type to match your DND selection at the Entity Type level?" pop-up box, select APPLY.
  • Check the LOAD ON LOGIN check box.

  • Click SAVE.

3. In the Entities section of the Cancel Invoice entity type, click the blue plus to create new codes.

Enter the Name (the cancellation reason that will appear onscreen), Code and Sort Order, then click SAVE.

4. To edit or delete an existing code, select it in the Entities list and click DELETE or EDIT.

Download Invoices in Excel

You may download one ore more invoices as a single Microsoft Excel file. Select the desired invoices and click the download button to choose where you would like to save the file.

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