Using the Invoices Lists

This article is an overview of the Invoices Lists. This applies to the Practice Activity - Invoices tab (available to FYI admins and user groups with Practice permissions enabled), and also when viewing the Client - Invoices and Job - Invoices tabs.

Note: The Jobs Workspace for Workflow Jobs does not include the Invoices tab. Invoices are displayed from the Billing Job - Invoices tab.

Invoices Lists Views

At the top of lists is the View Selector, used to display the Views that can be selected for that list. Default views appear at the top of the View selector with a divider, followed by all the saved views.

A View must have been set to Available For - Lists to be displayed in the View Selector. Views can be saved with custom Columns and Filters, and used in Custom Automations. Refer to Managing Views.

When there are more than 10 Views for the list, the drop-down will display a scroll bar.

The default view for Invoices lists is, "All". This displays all invoices that have not been deleted, void, or paid.

You can use the Unhide Deleted and Voided invoices button to display all Invoices with either Delete or Void status. Refer below to Show Deleted and Voided Invoices.

You can use the Unhide paid invoices to display all Invoices with a Paid status. Refer below to Show Paid Invoices.

Depending on the settings for your practice, the view you select in a particular list may be the default for the rest of the session, or when you log out and log in again. Refer to Sticky Views.

Refreshing the Invoices List

If you need to refresh the Invoices list, to show any updated information, click Refresh.

Scrolling the Columns Left and Right

Where many columns are displayed in the selected view, you can use the scroll bar at the bottom to scroll the list left and right.

Using the Invoices List Columns

You can use the column headings to sort that column and use the options to pin or auto-size columns.

From the column headings, you can also filter that column and include or exclude columns in the list.

This functionality is the same as the Documents list, refer to Sorting and Filtering Documents Lists and Adding/Removing/Moving Columns in the Documents Lists.

List Icon

Hover over a column heading and click the List icon.

Click on the icon to display the available options.

The options displayed are used to pin and autosize columns.

Autosize columns

All or any columns can be set to Autosize This Column. This expands the column width(s) to automatically fit the contents.

You can also select Autosize All Columns to set the widths of all the columns currently included in the list to automatically fit the contents.

Unless you save the view with the column(s) set to Autosize, leaving the list or selecting a different view resets the column(s) back to the default width.

Pin Column

One or more columns can be set to Pin Column so it is "pinned" to the left or right of the list. This keeps the pinned column(s) displayed when scrolling left or right so they are always visible. This is similar to the Freeze Panes feature in an Excel spreadsheet.

When any columns are pinned, they display with a vertical line in the list.

Filter Icon

The Filter icon is displayed as a funnel with three horizontal lines. If the icon is not displayed in the column heading, that column cannot be filtered.

Initially, this displays the Filters settings for that column. Tick and untick options to filter as required, or click Reset to return to the default settings.

When a column has been filtered, the Filter icon will be displayed in green.

The type of Filter available depends on the data contained within that column.

Search with checkboxes - results matching the search terms can be ticked and unticked within the filter to add or remove the results from the Invoices list, for example, searching for specific Client Groups only.
Contains - where the column contains the entered data, for example, searching Invoice Numbers containing particular numbers.
Relative Number and Decimal Filters - allows filtering by ranges, for example Greater than or equal to, or Between.
Date ranges - either Fixed (by selecting specific dates) or Relative as preferred (selecting a date range, or entering a custom period).
Filter by Users - search and select specific users.
Filter by "(Blank)" - filter by empty values.

Change Column Width

You can drag the edge of the column heading to increase or decrease the column width.

Columns and Filters Tabs

On the left-hand side of the lists are the Columns and Filters tabs.

Click the Columns or Filters to expand the tab and display the selections and options for each of these.

For details on using the Columns tab, refer to Adding/Removing/Moving Columns in the Documents Lists.
For details on using the Filters tab, refer to Sorting and Filtering Documents Lists.

Click on Columns or Filters again to collapse the tabs.

Resetting the List

When any columns have been sorted or filtered, or any changes made to the columns that are shown, or if you have entered any search criteria, you can reset the list to the default settings of the selected View by selecting Reset View from the View Tools.

Opening the Client, Client Group or Job Workspace

From the Invoices lists you can open the workspace for a Client by clicking on Client Name in the list. Refer to Displaying Information for a Client.

You can open the workspace for a Client Group by clicking the Client Group name. Refer to Displaying Information for Client Groups.

You can also open the workspace for a Job by clicking the Job name. Refer to Displaying the Jobs Workspace.

Selecting Invoices in a List

To select one or more invoices in the list, click the checkbox on the left-hand side of the list.

You can also select consecutive invoices from the list by pressing the shift key on your keyboard and then clicking the first and the last.

Selecting Multiple Invoices in the List

You can also click the checkbox in the column heading to select multiple invoices. This function is useful if you have filtered the list to show only what you want to select, for example, if you want to approve certain invoices.

Clicking the checkbox in the column heading selects the first 50 Invoices that are displayed in the list. You can then use the action toolbar to bulk Approve invoices.

If required, you can click on the checkbox next to any individual Invoices to de-select these.

To cancel all the selections, click the checkbox in the column heading or click Cancel.

Select All

You can use the drop-down next to the checkbox in the column heading to select the option Select all.

This selects all the Invoices currently displayed in the list. Up to 10,000 Invoices can be selected in this way. When Invoices have been selected in this way, you can then de-select individual Invoices.

To cancel all the selections, click the checkbox in the column heading or click Cancel.

Note: For Invoices, Select All is for Approval and cannot be used to open the invoice for selected items.

Actions in the Toolbar

When one or more Invoices are selected in the list, the buttons display in the toolbar.

Any invoices with the status Draft will have the action "Approved" available.

Any invoices with the status of Draft in Xero, Awaiting Payment or Paid the "Open Invoice" action will be available.

Any invoices with the status of Sync Exception will display the "Resubmit" action in the toolbar.

Displaying the Toolbar as a Pop-up Menu

You can also display the tools as a pop-up menu. To display the toolbar functions as a pop-up menu right-click over an invoice in the list.

You can also copy a value from the pop-up menu. Copy copies the value that the mouse is currently over when you right-click (for example the Invoice Number) to the clipboard. Right-click over the value and select Copy from the pop-up menu.

The Open in new tab option is only available when right-clicking on either the Client Group, Client, or Job links. Once clicked, the corresponding Client - Invoices Workspace will be opened in a new browser tab.

Show Deleted and Voided Invoices

You can use the Unhide Deleted and Voided invoices button on the Invoices or Clients - Invoices lists to include all Invoices with the status of Delete or Void in the list.

Show Paid Invoices

You can use the Unhide paid invoices button on the Invoices or Clients - Invoices lists to include all invoices with the status of Paid in the list.

Once unhidden, users can filter invoices by the Paid Date to refine their search.

Show Invoices by Due Date

You can add the Due Date column on the Invoices or Clients - Invoices lists to filter invoices using the Relative or Fixed date filter. For example, select 'Last Month' in the Relative date filter to view invoices due in the previous month.

Show Comments and Tasks on Invoices

Displaying Comments

You can add the Last Comment column on Invoices lists to show the most recent comment. The comment icon will also display when a comment has been added to the invoice. Users can hover over the icon to show the number of comments on the document.

Displaying Tasks

The Task icon will display on the right-hand side if there are any outstanding Tasks related to the invoice. The Task icon also displays the number of Tasks in red.

Open the Invoice drawer to view and open the Task attached to the invoice.

Grouping the Invoices List

The Invoices Lists can be grouped by one or more columns, for example, by Client, Client Group, Job, and Status.

To enable the Grouped view, click the Enabled Grouped view button in the toolbar.

For the Invoices list, if filters had been applied to the List view before enabling the Grouped view, or new filters are applied to the Grouped view, a blue Update button will be displayed. Click Update to apply the filters to the Grouped view.

Refer to Grouping Practice Invoice and Time Lists.

Saving Changes to a View

Changes to the layout can be saved as a View.

Click the View Tools button at the end of the column headings, on the right-hand side of the list.
Note: The View Tools are not available if an Invoice is selected in the list.
Select Save view.

Refer also to Saving Changes to the View Layout, Modifying and Deleting Views.

Exporting the Invoices List

You can export the current Invoices in the list to a .csv file.

If needed, select a View that shows all the Invoices you want to export.
Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
Note: The View Tools are not available if any Invoices are selected and ticked in the list.
Select CSV Export to export the current Invoices in the list to a .csv file (comma separated).

Refer to Exporting Lists.

Features