Purchase documents

Review the invoices and credit notes your workspace receives. Use the three status columns to see what happened and whether you need to act.

Open Purchase documents

Open Documents, then choose Purchases. The Purchases Documents list shows documents for the country and environment selected in the sidebar. The number beside the title is the total number of matching documents.

The default tab is Default Purchase View. Each row is a received invoice or credit note. You can also add a purchase document with Upload new document(s) or Create new document when it does not arrive from another system.

The Purchases Documents page with buttons to upload or create a document, the Default Purchase View, filters and the document table headings. — Purchases Documents shows received invoices and credit notes for the selected country and environment.

Read the list

The default view includes these columns:

Column	What it tells you
Document Number	The number assigned to the invoice or credit note. Choose it to open the document.
Document	Whether the document itself is ready, still being checked or needs attention.
Delivery	Whether delivery has started and whether it completed.
Business	A business response or outcome, when the selected country provides one.
Document Type	The base type, such as an invoice or credit note.
Company / Branch	The company and branch associated with the purchase document.
Invoice Total Amount	The total including tax.
Issue Date	The date on the document.
Document Currency	The currency used for its amounts.
Actions	Open the available PDF or XML for one document.

A dash means the document has no value to show in that column. For example, Business shows a dash when no business response is available.

Understand the statuses

Read Document, Delivery and Business from left to right. They describe separate parts of the document’s progress, so one row can show a completed document check while delivery is still pending.

Document status

Status	What it means	What to do
Draft	The document has been saved but is not ready to move on.	Open it and complete the missing details.
Ready	The document passed its current checks and is ready for the next step.	No correction is needed. Check the other status columns for progress.
Processing	The document is still being checked or handled.	Wait for the status to change, then refresh the list.
Needs Correction	One or more checks found a problem.	Open the document, review Validation issues, correct the fields and choose Update invoice.
Compliant	The document passed the required checks.	Check Delivery and Business for the remaining outcome.
Non-Compliant	The document did not pass a later check.	Open the document and review the status history or available issue details.

Delivery status

Status	What it means	What to do
Not Started	Delivery has not begun. This is expected while a document still needs correction.	Resolve any document issues first.
Pending or Processing	Delivery is in progress.	Wait for the status to change.
Delivered	Delivery completed.	No delivery action is needed.
Delivery Failed	Delivery did not complete.	Open the status to review its history and follow the guidance shown there.
Delivery Rejected or Rejected	The receiving side did not accept the delivery.	Open the status history and correct any details identified there.

The labels you see depend on the selected country and the document’s progress.

Business status

The Business column shows what happened after delivery when the selected country provides a business response. It remains a dash when there is no response to show. Some countries may show an outcome such as Buyer Rejected or Seller Cancelled.

Open or download a purchase document

Choose the document number, or choose another non-status cell in its row, to open the document.
A document marked Needs Correction opens in the correction form. Follow Create and fix documents to resolve its issues.
Use View PDF or View XML in the Actions column when the action is available.
Select one or more rows to make the Actions menu available for export, download or email actions. See Download, export and email.

To narrow the list or save a different set of columns, see Search, filters and views.