Invoice list: search and bulk actions

What it is for

The Documents list, Invoices filter, gathers invoices, credit and debit notes, deferred invoices and self-invoices. From here you find an invoice in seconds, see the totals for the period and work on many invoices at once: a single PDF to print, a ZIP of the XML files, emailing.

Search and filter

• Search by number or customer: also finds by the customer’s VAT number. The / key jumps straight to the search field.
• Year: limits the list to one year, or All years.
• Status: for example only Rejected, Draft or Not delivered.
• For each invoice you see number, date, customer and, on a wide screen, the chosen columns (by default Type, SDI status and Total); on a phone status and total sit below the customer name.
• At the bottom you find the totals of the visible invoices, in euro: on a phone Taxable amount, VAT and total, on a wide screen under each amount column, with the number of items.

The N key opens a new invoice; on the Home page the To do links open the list already filtered.

Choose the columns

From a tablet up, the Columns button next to the filters opens the list of columns: tick the ones you need and untick the others. The choice is kept for your user on this device; Restore defaults goes back to Number, Date, Customer, Type, SDI status and Total. On a phone the compact view stays.

• Customer code (the code on the customer record), VAT no., Type, Payment (the method and, when there are several, the number of instalments), Agent and Transport reason of accompanying invoices.
• Payment status (Unpaid, Partly paid or Paid, from the due dates), Last payment and Outstanding (what is still to be collected, in euro): shown to users who can see the due dates.
• Net (taxable amount), VAT, Total and Amount due (what the customer pays, less withholdings, advances and split-payment VAT), in the invoice currency.

The bottom row counts the items and adds up in euro the amount columns of the visible invoices: credit notes are subtracted. With many columns the table scrolls sideways.

Actions on several invoices

1. Tick the invoices you need, or the box in the header to select them all (on a phone Select all invoices).
2. In the bar that appears choose Print PDF for a single PDF to print, Download XML for a ZIP with the XML files, Send by email to send each customer their own invoice.
3. Cancel clears the selection.

Limits: PDF and email up to 100 invoices at a time, XML ZIP up to 500. Beyond that Nanus says so in the bar: filter the list by year or status and proceed in several rounds.

Export to CSV

With More → Export CSV you download a spreadsheet file of the invoices visible with the current filters, with the columns Number, Date, Document type, Customer, VAT number, Tax code, Taxable amount, VAT, Total, Currency and Status.

Special cases

• Foreign-currency invoices without an exchange rate, for example some imported ones, are left out of the totals and the list says so.
• Users with a read-only role can print and download, but not send emails.
• To hand all the invoices of a period to your accountant, use the accountant export in the accounting area.

See also

• Email the invoice PDF
• Send your data to your accountant
• SDI statuses: receipts and notifications
• Create an e-invoice