Introduction
In Zenvoices an archive is available to view transactions and documents. This archive displays transactions and the associated documents. In this archive a transaction can easily be searched and frequently used software accounts are shown at the bottom left side. In addition to searching via the search field, it is possible to sort on all columns in the archive. The field selector is also available, allowing you to make selected columns visible yourself. In the archive a distinction can be made between:
Transactions: here all transactions and documents can be viewed for which a transaction has been created.
Documents: here all documents can be viewed that are stored for which no transaction has been created.
please note: activate the Document management module to store documents without a transaction in the archive.
Under Transactions all transactions can be viewed.
Under Documents documents can be viewed that are processed via the 'Document management' module.
The view above is only active when the 'Document management' module is enabled for one or more administrations.
Search function
With the search function you can easily search the contents of multiple transaction fields (including description, line descriptions and software account name) and the text of the (transaction) document. Only the first fifty pages are searched.
The field shows the results of an exact search query:
If you search for Jansen, all results containing Jansen in the transaction will appear.
If you search for "Jansen BV" (with double quotation marks), the results containing that combination will appear.
Using the following symbols allows more specific searches:
sign: an AND operation, all words must appear in the document
sign: a NOT operation, meaning the words following it must not appear in the document
| sign: an OR operation, meaning only one of the words must appear in the document
If you do not want this behavior, you must search for an exact phrase by placing the words between quotation marks.
Administration filter
By default only the transactions of the current administration are shown. With the administration selection field you can choose from which administrations the transactions or documents should be displayed:
This makes it possible to view transactions and documents from multiple administrations in the archive.
If you want to limit archive access for a user to a specific administration, you can configure this in the user settings.
Administration tags
By default only the transactions of the current administration are shown. With the Administration tags selection field you can choose from which administrations the transactions or documents should be displayed. Administration tags can only be selected when they are assigned to an administration.
View options
The following predefined views are available:
Standard view.
Recently authorized: shows recently authorized transactions, sorted by authorization date.
Recently rejected: shows recently rejected transactions, sorted by authorization date.
Authorization pending: shows the transactions that still need to be authorized.
Open invoices: shows open invoices when the Payments module is used.
Overdue invoices: shows overdue invoices when the Payments module is used.
Opening transactions
Transactions can be opened by clicking the invoice number, transaction number or 'Show details' (magnifying glass). Double-clicking the line will also open the transaction.
Exporting to Excel
Consult this article for more information.
Filter options
Under Transactions it is possible to filter using the field selector on the fields below:
Click this icon:
Number of comments
Articles
Authorization date and time
Authorization status
Authorizers
Amount incl. VAT
Amount excl. VAT
Filename
Orders
Transaction date
Transaction type
Transaction proposal automatically approved
Transaction proposal approved by
Transaction proposal approved on
Financial year
Transaction number
VAT amount
Date
Document submitted on
Document sender
Document category
Document source
Document subject
Invoice number
Authorized by
General ledger accounts
Recognition score
Read by scan & recognize
Purchase invoice assessment
Cost units
Cost centers
Last modified
Employees
Description
Projects
Software account
'Ends with' search queries are currently not supported in 'contains' searches. In these searches the system checks whether one of the search terms occurs in the field and you can use wildcards (*) to perform a 'starts with' search. A wildcard is automatically added to the last search term.
Under Documents you can filter on the following fields:
Administration
Category
Date
Document submitted on
Document sender
Document subject
Source
Last modified
Name
Description
Access rights based on filters, such as general ledger accounts or suppliers, are not supported.
Viewing personal authorization history
If you work with authorization in Zenvoices, you can configure the permissions of an authorizer so that they only have access to their own history. In the user permissions you can select Pages | Archive | View authorization archive and add it to the user permissions of an authorizer.
So if you want a user not to have access to the full archive of an administration, but only access to their own authorization history, you can use the permission above under the user app permissions.
Downloading documents
It is possible to download (transaction) documents from the archive.
By clicking the button above you download the transaction document.
By clicking the button above you download the transaction document including the associated audit report (only available for Transactions).
Deleting a transaction
With sufficient permissions it is possible to delete a transaction from the archive.
By clicking the option highlighted in red it is possible to select the delete option.
please note:
Deleted transactions can no longer be found in Zenvoices.
Deleting a transaction from the archive does not delete the transaction from the accounting package.