At the top, you’ll first see the document’s ID. This is a unique number assigned to every document, along with the date the document was created in BatchFlow.

If applicable, it will also display information about the current flow, who has approved it, and upcoming approvers.

It also displays the current widget in which the document is located.

Main Fields

All the information extracted from the invoice can be found in the main fields on the left. If you have the necessary permissions, you can edit all of these fields—for example, select a new vendor from your vendor list, correct dates, adjust amounts, or change payment details. This is the information that will be used when the document is posted to your ERP system.

Document Type

The document type is also automatically retrieved from the document—typically based on whether it is an invoice or a credit memo. This is displayed at the top and can also be changed to a different document type if necessary.

Attachment

The invoice itself is displayed on the right.

Above the document, there is a toolbar for changing the size, zooming, etc.

View Invoice in a Separate Window (Pop-out)

If you have multiple monitors or a large monitor, you can pop out the invoice into its own window by clicking “Pop ud” above the document.

The document will disappear from the main window and be displayed only in the new window. If you switch documents, the secondary window will automatically display the new document. To return the document to the main window, simply close the secondary window.

Attachments

If there are attachments to the document, this is indicated by a rød prik, and you can open the list by clicking on Vedhæftninger at the top.

In the view, you can view, download, and delete the attachments in the document.

At the bottom of the window, you can also add new attachments.

E-Invoice / Peppol

If the document is an e-invoice or Peppol and the vendor has included a PDF in the document, you can switch between them using the toolbar above the document. The PDF will also appear in the list of attachments.

Posting

The posting details are displayed at the bottom and can include all the fields used in your ERP system. At a minimum, these typically include the financial account, amount, VAT code, and posting text, but many other fields may be available.

Create Posting

Click on Tilføj en ny linje or use the shortcut CTRL E

By default, it automatically fills in the remaining amount from the document in “Beløb” and the vendor name in “Posteringstekst” when you create a new posting line.

You can use the mouse to select a value from the list or simply start typing, for example, the account name or number.

It also automatically suggests the three most recently used values for the same creditor. These will change over time if you use multiple accounts, but can save you time when entering data if they recur frequently.

Of course, you can also create multiple posting lines for different accounts, VAT codes, dimensions, etc.

At the bottom of the posting, it will continuously show you the total amount posted, as well as whether there is a discrepancy and whether you’ve posted too much or too little.

Correcting a Posting

You can correct a posting by simply clicking inside the posting and editing the desired fields. If you adjust the amount, remember to adjust the remaining lines as needed so there is no discrepancy.

Delete Entry

Click "skraldspanden" next to an entry line to delete the line.

Apply a posting template

See how to apply journal entry templates and how to create them at here.

Shortcuts

See shortcuts to create new links and copy values.

Calculations

If you end an amount with a calculation, it will automatically calculate the new amount when you leave the field.

You can use

• Plus

• Subtraction

• Multiplication

• Division

• Calculations with parentheses

Derived Fields

Some fields automatically populate other fields in the journal entry. For example, if you have a default VAT code on the financial account in the ERP system, it will be automatically populated when you select the account. Of course, you can always select a different value if you do not want to use the default value, or change it in your ERP system to a different default value.

If you use projects, the financial account or employee may also be filled in automatically.

Customize the Posting Window

The posting window can be displayed in 3 different sizes, depending on whether you want to hide the posting details or, for example, need to create many posting lines and would like a better overview

The fields displayed in the posting window, as well as their order, can be changed by clicking on the “3 prikker” option. However, you cannot hide required fields. These settings are saved at the user level, so, for example, you can have a user who only sees the fields they use in their preferred order without affecting other users.

Comments

You can read and write comments on the document by clicking on Kommentarer at the top. If there are any comments, they are marked with a rød prik.

Your own comments will appear on the right side, and everyone else’s comments will appear on the left side.

Activity Log

The activity log shows all changes and actions made to a document.

At the top, you can filter by specific actions if you’re looking for something in particular.

Document Actions

Under “3 prikker,” you’ll find several additional actions for the document.

Download

Download as PDF

This option downloads a copy of the invoice as a PDF and can be used if, for example, you need to email or print the document.

Download as XML

This option is only available on e-invoices and can be used to download the original XML file if you’re looking for data or information that isn’t displayed, or if you want to check whether the supplier has included specific information in the invoice. You can use our XML Guide to see what is displayed where on the E-Invoice.

Print

Print PDF

If it’s a PDF document or there’s an attachment to the e-invoice, you can print the PDF.

Print E-Invoice

If it is an e-invoice, you can print the e-invoice. Please note that not all e-invoices contain attached PDFs. In those cases, the “Print PDF” button will not be available.

Additional Information

Some information is displayed as a banner at the top when relevant. See what the different banners mean here.

Other users present

If another user is viewing the same document, they will appear at the top.

You’ll also receive a warning when you try to approve the document, as this will kick out all other users currently working on the same document.

Acting on Behalf of Someone

If your colleague is out of the office and you are their substitute, this banner will appear so you know you’re about to approve a document you might not be very familiar with.

Read-only mode

This means you are not allowed to edit the invoice and that it is read-only. This may be because you do not have permission to edit the invoice or because it has been exported and processed.

Duplicate

This appears when one or more documents with the same invoice number, vendor, and amount are found in the company.

When you click “Vis dubletter,” a list of all matching duplicates opens. The active document is displayed at the top, and below that you’ll find all the duplicates along with their status. If you click “luppen,” you can view the attachment for each document.

If the supplier reuses the invoice number series or there are other reasons why it is not actually a duplicate, you can mark it as unique so that it no longer appears as a duplicate.

Of course, it can also be deleted.