Under Main menu / Procurement / Incoming invoices / Expiring invoices you see the incoming invoices (and expenses) that you have not yet settled and whose payment deadline is approaching or already overdue. The list helps you pay suppliers on time: you do not record new invoices here, you track and handle the ones already recorded. Note: the screenshots are from the Hungarian interface; Hungarian labels are shown in parentheses in the image descriptions where useful.
Which page should you use?
Click Main menu / Procurement / Incoming invoices / Expiring invoices. The list opens with the default described above. At the top you see four tabs: Operations, Search, View and layout and Additional functions. The columns of the list are: Document number, Document date, Performance date, Partner company name, Net value, VAT rate, Gross value, Settled, Currency and Status.
On the Search tab you can narrow the list with these fields: Partner company name, Document number, Currency, Status (several can be selected at once) and Settled. Example: if you are interested in one supplier only, type its name into Partner company name and click Search. On this page the Settled field is fixed to "No", shown greyed out, and cannot be changed, because this page only shows unsettled invoices.
The Expand button opens further filters: Document date, Performance date, Due date, Settlement time (each with a "from" and a "to" value), plus Employee and Part number. Here you can change the default Due date "to" value: for example, if you want to plan ahead to the end of next month, enter a later date; if you only want to see invoices that are already overdue, enter yesterday date.
On the View and layout tab you customize how the list looks: under Columns you choose which columns are visible and in what order; Rows sets the number of rows per page; Sorting sets the default sort column and direction; Preview window turns the preview panel below the list on, off or pins it; Interface and behavior contains further display settings. The settings are saved per user.
If you select an invoice in the list, the preview window below the list shows its details without opening it. Its tabs are: Items (columns: Name, Part number, Gross weight, Quantity, Net unit price, Action), Related documents, Location codes and List of serial numbers. This way you can quickly check what the invoice is for before you pay it.
On the Operations tab you find the following buttons (they apply to the selected invoice):
On the Additional functions tab you find Sent items, New email, New task, Partner card and CRM, for example to create a task for the payment deadline or to look at the partner card of the supplier.
Open this list once a week and set the Due date "to" value to the end of the next week: this way you see not only overdue invoices but also those payable in the coming days, and you can transfer in time. The per-currency totals at the bottom show how much you must prepare in each currency.
The columns of the list (they can be changed on the View and layout tab):
| Field / Element | Required | Description |
|---|---|---|
| Document number | The number of the incoming invoice (supplier invoice number; for an expense the KLTS-... identifier). | |
| Document date | The day the invoice was issued. | |
| Performance date | The day of performance. | |
| Partner company name | The name of the supplier. | |
| Net value | The net amount of the invoice in the invoice currency. | |
| VAT rate | The VAT rate shown on the invoice. | |
| Gross value | The gross amount to be paid. | |
| Settled | Shows whether the invoice is settled. On this page the filter is fixed to "No". | |
| Currency | The currency of the invoice. | |
| Status | Draft, Closed, Cancellation or Cancelled. |
The search fields (none of them is required):
| Field / Element | Required | Description |
|---|---|---|
| Partner company name, Document number, Currency | Filter by supplier, invoice number or currency. | |
| Status | Several statuses can be selected at once. | |
| Settled | Fixed to "No", cannot be changed. | |
| Document date, Performance date, Due date, Settlement time | Under Expand, with "from" and "to" values. The Due date "to" value is by default today + 5 days. | |
| Employee, Part number | Under Expand: filtering by employee or by part number. |
The Items table of the preview window: Name, Part number, Gross weight, Quantity, Net unit price and Action.
Because the list filters on the Due date "to" value (by default today + 5 days) without a lower limit. So every unsettled invoice whose deadline falls no later than that date is shown, including long overdue ones. This is intentional: your debts do not disappear.
On this page the Settled field is fixed to "No" and greyed out, because the list only shows unsettled invoices. You can find already settled invoices in the other incoming invoice lists.
Online invoices show data downloaded from NAV that is still waiting to be filed or has already been filed, and that is where you file invoices. Expiring invoices shows already recorded incoming invoices by payment deadline: here you do not file, you pay and track.
There are three common reasons: the invoice is already settled; its due date is later than 5 days (change the Due date "to" value under Expand); or you have not recorded it yet, so it is waiting to be filed among the Online invoices or Email invoices and only appears here after filing.
Select the invoice, then on the Operations tab click Settlement and choose Cash register document or Bank document depending on how you paid. Check the data of the document that appears before you save it.
The module only appears in the menu if it is assigned to your user. If it is missing, ask your company administrator to check the module assignment of your user.
Don't want to spend hours searching for a solution? Choose the most efficient way: book a personalized, 45-minute online training session dedicated entirely to you. Whether it's a walkthrough of the basics or a detailed setup of a specific module, our expert colleague will guide you through the whole process, step by step.
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