Content of the instructions:
This guide explains how to check, approve and send invoices to an external invoicing system in Koho. The guide covers how to view invoices on the Uninvoiced tab, how to filter and search invoices, how to use the preview view, and how to send approved invoices.
Review and preview invoices
To view your invoices, follow these steps:
Go to the Invoices section in the Koho dashboard.
Open the Unapproved tab.
By default, all new invoices are shown in the Unapproved view.
In this view, you can:
Review and approve invoices.
Edit invoices if necessary.
Returns the shifts related to invoices back to the processing of shifts.
More information: Shift processing and invoicing (LINK TO THIS WHEN COMPLETED)
Filtering and searching invoices
Invoices can be filtered by the following criteria:
Customer
Project
Person in charge
Accounting target
Invoice content
Date
Minimum value
Individual invoices can be searched using the search field on the page.
⚠N.B: If the invoice is not visible, check that there are no active filters that exclude it from view.
To preview your invoice, follow these steps:
Click the desired invoice on the Unapproved tab.
A preview window will open. It shows:
At the top, a summary of the invoice.
Scroll down to see the invoice rows.
Preview features
In the top bar of the preview window, you can do the following:
Function | Description |
|---|---|
Show invoice | Opens the invoice in its entirety in a new view. |
Edit | Export the invoice to edit mode. |
Creates a printable PDF of the invoice. You can select the invoice template from the gear icon. | |
Accept | Approves the invoice and moves it to the Outgoing tab. |
Delete | Deletes the invoice and returns the related shifts for processing. Does not delete the invoice from the external system. |
Not billed (delete) | Marks the contract invoice as externally invoiced and deletes it from Koho. |
As a template | Create a new invoice using the selected invoice as a template. Note: shifts are not transferred, only the products are shown on the new invoice. |
Sending approved invoices
Once the invoices have been approved:
Go to the Outgoing tab in the Invoices section.
Select the invoices you want to send:
Individually by selecting the check box at the beginning of the row.
All at once by selecting the checkbox in the upper-left corner of the table.
Click the Send button to transfer the invoices to an external billing system.
The send button can also be found at the end of each invoice row.
How integration works
Depending on the integration in use:
Koho creates a transfer file for the browser, or
Transfers the data directly to an external system.
⚠N.B: If a transfer file is used, make sure that browser pop-ups are allowed.
Invoice status after transfer
The invoices will be switched to:
Open, if ledger monitoring is enabled in Koho.
Paid if ledger tracking is not enabled.
Mikäli sinulla herää kysymyksiä, voit olla yhteydessä Kohon asiakaspalveluun sähköpostitse osoitteessa: asiakaspalvelu@kohosales.com, voit myös halutessasi jättää arvostelun artikkelille alapuolelta.