3- Archive

Archive is the final stage of invoice processing, where all invoices are stored for reference and reporting purposes. Your invoice records are “read only”. If changes are required, there is an option to move an invoice back to the Inbox or Paybox.

Navigating the Archive summary list

Many of the columns available in the Inbox or Paybox are visible in Archive, so you should be able to navigate the modules easily.

If desired, you can store invoice payment details in the platform. Our Implementation Team can provide you the proper upload requirements so that you can load the check amount, number, and date into the Archive for invoices. Storing payment information in the platform lets you see when payments were made on an account. You can reference this information to see if late fees are justified or if you should dispute them.

Columns available in Archive

Column	What it means…
Vendor	The billing vendor.
Account Description	The client-defined description for the account.
Account	Click the Account Number to view a snapshot of previously received invoices and key action dates.
Invoice Number	Click the Invoice Number to see your Invoice Detail, Contract detail, History Approvals, Invoice Comments, and a PDF invoice image. Read more about what you can do in this article.
Corporate Name	The corporate name associated with the received invoice.
Validations	There are multiple validations that can be present in the Inbox as they vary by client. Check out the different validations and how to resolve them in this article. *Note: you may not be able to approve an invoice if there is an unresolved validation.
Date - Invoice	The invoice date.
Date - Due	The date when payment is due.
Invoice Amount - Cur	The standardized currency of your invoice (i.e. USD, CAD, GBP).
Invoice Amount - Converted	The standardized / converted Current Charge amount.
Invoice Amount - Past Due	The standardized / converted Past Due amount.
Invoice Amount - Cur	The native currency of your invoice (i.e. USD, CAD, GBP).
Invoice Amount - Original	The native Current Charge amount.
Invoice Amount - Past Due	The native Past Due amount.
Payment	The allocated amount to pay for the invoice.
Archive - User	The user who archived the invoice.
Archive - Date	The date when the invoice was archived.
Archive - Comments	Comments provided by the user who archived the invoice.
AP File	The AP Export file name generated for this invoice or batch of invoices.
Check - Number	Reflects the check number issued to the vendor for payment. Clients provide the payment information.
Check - Date	Reflects the check date when payment was issued to the vendor. Clients provide the payment information.