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. A received document usually shows Compliant. In the United Arab Emirates, one that failed its checks shows Non-Compliant with delivery Rejected. Business shows a dash unless the country records a business outcome; Malaysia can show Buyer Rejected or Seller Cancelled.

Document statuses lists every value, by country, with what to do.

The Invoice Portal has no action to accept, reject or reply to a purchase document. If one has wrong details, ask the supplier for a credit note or a corrected document. See Correct, cancel or reject a document.

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.