Document Inbox - NextGen

Modified on Thu, 31 Aug 2023 at 09:59 AM

This article relates to the Quadient AP NextGen UI, which is being released to our customers on a rolling basis. To learn more about the NextGen UI, please reach out to your Customer Success Manager.

The Document Inbox contains all the invoice attachments sent through email or uploaded directly to Quadient AP. This article will go over the following aspects of Document Inbox:

Users with the Invoice Creator, Invoice Admin, Invoice Lead Assigner, and System Admin roles can access the Document Inbox. To access the Document Inbox, click on the Inbox icon in the top-left of your screen.

Uploading an invoice to Document Inbox

Invoices reach the Document Inbox via your auto-capture email, or by uploading them manually. All uploaded documents are visible in the Documents bar on the left. Either drag and drop the file or click the 'click to browse' link to browse your computer for the file. 

By default, you will only see invoices you uploaded. Click on the My Documents dropdown to change the view to all documents or documents awaiting Auto-Capture or Smart Capture. 

Edit an invoice in Document Inbox

Once uploaded, the invoice image will be visible in the image pane. Click the invoice image followed by the pencil icon to open the Edit Images menu. Here you can rotate the images, delete images, or add additional images to the invoice or as backup pages. Additionally, you can use the split icon to spilt multiple images into individual invoices. 

The editing options in the Document Inbox are the same that you'll see across the Invoice Module. You can learn more about those options here. Click Save when you are finished to save any edits. 

Move an invoice from Document Inbox to the New Tab

By default, invoices in the Document Inbox will be coded overnight by AutoCapture or Smart Capture, depending on which feature you have enabled. The invoices will be visible in the New tab the next morning. 

Invoices that need to be coded immediately can be moved to the New tab using the Assign Invoice function. Select the invoice you want to assign, and click the Assign Invoices button to assign the invoice to yourself. The invoice will move to the New tab and is ready to be coded. 

Assign an invoice to a different user from Document Inbox

Users with the System Administrator, Invoice Administrator, and Invoice Lead Assigner roles can assign invoices to other users in Document Inbox. Select the invoice you want to assign, and from the user dropdown menu select the user who needs to code the invoice. Click the Assign Invoices button to assign the invoice to this user. 

Ignore a document from Document Inbox

Sometimes non-invoice images such as email signatures, social media icons etc. reach the Document Inbox. 

Select the non-invoice images and under the three dots in the top-right corner select Ignore this Document. Ignoring the document will not only remove the document but also will prevent it from appearing in the future.

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