On the Main menu / Procurement / Incoming invoices / Email invoices page you see the PDF invoices that you forwarded by email to the company invoice mailbox address. Logzi takes each incoming message, adds the invoice to the list and stores the PDF. You can select a row and use the Filing button to open a new incoming invoice draft from it, with the PDF displayed on the right. The page is therefore meant for supplier invoices that do not arrive through the NAV Online system, or that you receive by email.
Which page should you use, and when?
Click Main menu / Procurement / Incoming invoices / Email invoices. The list opens with the Invoices pending filing view and the period of the last month. If there is no invoice pending filing, the list is empty and the system tells you which email address to send the invoices to for filing. There are three tabs: Operations, Search and Additional functions. The screenshots in this article come from the Hungarian user interface; the Hungarian labels are shown in parentheses in the image descriptions.
Send (or forward) the message you received from the supplier to the invoice mailbox address displayed in the empty state of the list, with the PDF invoice as an attachment. After the message has been processed, the invoice appears in the list as pending filing. If it does not appear, refresh the page and check that the Document date period covers the date of the invoice.
On the Search tab you can filter by Document date (from and to), Partner company name, Currency, Document number and Status. To find out whether an invoice has already been filed, select All invoices under Status and widen the Document date period. Example: in the demo, the All invoices view shows 6 filed rows, among them the one numbered E-DR-2023-29774 five times: this is a duplicate caused by sending the same invoice several times.
Click the row of the invoice to be filed, then click the Filing button on the Operations tab. If you have not selected a row, a Warning window asks you to choose an item from the list. Besides Filing, the Operations tab also contains the Delete and Send email buttons.
Filing always opens a new incoming invoice draft, even if you have already filed the same invoice before: there is no protection here like on the Online invoices page, where the system takes you to the existing invoice. The header shows the document number, dates, currency, default payment method and partner read from the message; the PDF invoice is displayed on the right so that you can compare the data. The item list is empty (with the message “The list is empty”): add the items manually, or click the AI processing button, which tries to fill them in from the PDF. Always check the values filled in by AI. Check the partner too: the system looks the partner up by tax number and then by name, based on the data read from the message, so it may offer your own company (the buyer) as the supplier. Example: in the demo, in the draft of the invoice numbered E-DR-2023-29774 the partner was the buyer company (NUMINC Kft), and this has to be corrected before saving. The invoice is only stored with the Save button.
If you do not want to file an invoice from a received message (for example it does not belong to you, or it is a duplicate), select the row and click the Delete button on the Operations tab. In the Warning window the system asks: “Are you sure you want to delete the data?” With the No button you go back, with the Yes button the row is removed from the list. Only confirm if you are sure.
On the Additional functions tab you can reach Sent items, New email, New task, Partner card and CRM, for example if you need to ask the supplier about the data of an invoice.
Before filing, always check in the All invoices view whether the same Document number is already listed as filed. If the invoice already exists, delete the message from the list instead of filing it again. Before saving the draft, compare the partner and the total amount with the PDF on the right.
The columns of the list:
| Field / Element | Required | Description |
|---|---|---|
| Status icon | Green check mark: the invoice has been filed. Yellow triangle: pending filing. | |
| Document number | The invoice number read from the message. | |
| Document date | The date the invoice was issued. | |
| Performance date | The date of performance. | |
| Partner company name | The partner name read from the message; it may be empty. | |
| Currency | The currency of the invoice. |
The search fields (none of them is required):
| Field / Element | Required | Description |
|---|---|---|
| Document date | Period from and to; the last month by default. | |
| Partner company name | Filter by the name of the partner. | |
| Currency | Filter by currency. | |
| Document number | Filter by the number of the invoice. | |
| Status | Filed invoices, Invoices pending filing (default) or All invoices. |
The main elements of the draft opened after Filing:
| Field / Element | Required | Description |
|---|---|---|
| Document number, Document date, Performance date, Currency | Prefilled with the values read from the message; compare them with the PDF before saving. | |
| Partner | The system looks it up by tax number and then by name; the buyer company may appear, in which case change it to the supplier. | |
| Items | Empty after filing; it can be filled in manually or with the AI processing button. | |
| PDF viewer | The original PDF invoice is displayed next to the sheet so that you can check the data. | |
| Status | Draft after saving. |
There are three common reasons: you have not sent an invoice to the invoice mailbox address yet; the Document date period (the last month by default) does not cover the date of the invoice; or the Status is Invoices pending filing and every invoice has already been filed. In the empty state the system displays the email address to which the invoices must be sent.
To the invoice mailbox address of your company, with the PDF invoice as an attachment. You can read the exact address in the empty state of the Email invoices page (in the demo, for example, demo@logzi.com). You can also forward the messages received from suppliers to this address.
A PDF invoice received by email does not contain structured item data, so Filing only prefills the header data. You can add the items manually, or click the AI processing button, which tries to fill them in from the PDF; check the result. If the invoice also exists in NAV, the items are transferred automatically on the Online invoices page.
The system tries to find the partner from the data read from the message (first by tax number, then by name), and this may be the data of the buyer shown on the invoice. Before saving, check the partner and replace it with the supplier that issued the invoice if it differs.
Technically yes: Filing always opens a new draft and does not check whether the invoice already exists. Sending the same message several times can create several rows (in the demo, the invoice numbered E-DR-2023-29774 is listed five times). Therefore, before filing, search for the Document number in the All invoices view, and delete the duplicate rows.
It removes the selected received message from the list if you confirm the question “Are you sure you want to delete the data?” with the Yes button. Use it only for a row that you do not want to file (for example a duplicate). With the No button you can go back at any time.
Online invoices contain structured data downloaded from NAV, so the items are transferred automatically, and for an already filed invoice the system takes you to the existing one. Email invoices are PDFs that arrived at the invoice mailbox address: the header can be prefilled, but you have to add the items manually or with AI processing, and you have to avoid duplicates yourself.
The menu item only appears if the module is assigned to your user. If it is missing, ask the company administrator to check the module assignment of your user.
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