Process invoices

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Learn how to process invoices in the Wise staff client.

Wise saves and retrieves invoices from the factuur folder. Invoices that have already been imported have the file extension .win.

Import an invoice

Note: Do not import invoices when the system is transferring titles to the catalog.

Invoices can be imported individually or as a group. To import invoices:

Save the received invoice or packing list in the staff client.
1. In the staff client, go to Branch management > File management.
2. Right-click on the factuur folder and select Upload file. The Open window opens.
3. Select the file you want to add and click Open. The file is added to the staff client.
Go to Titles > Order administration. The Order administration screen opens.
Go to Files > Import EDI files > Import invoice.
Select the desired invoice file(s), or All from the list. In order to prevent duplicate invoices from being imported, this list only displays invoices that have not yet been imported.
Click OK.
Select Agree. The invoice is imported and an overview of the invoices opens in you web browser.

To view and print a prepared invoice before processing, print a packing list:

From the Order administration screen, go to Files > Import EDI files > Import packing list.
Select the list you want to print. Click OK.
Select Agree. An overview of the invoices opens in your web browser.

Reimporting an invoice

An invoice can only be imported once. If you attempt to import an invoice that is already in the system, the process is aborted. This incident is included in the BIRT report (with the comment "Invoice already exists".)

Watch a video

Import an Invoice via EDI

Run time: 3:19

This video will show you how to import an Invoice into the Wise Staff Client.

Process an imported invoice

Imported invoices can be processed and viewed immediately after they are imported or at another time.

To view or process an imported invoice:

Go to Titles > Order administration. The Order administration screen opens.
Locate the invoice(s) to process or view:
1. Invoices with the same date can be processed together. To process multiple invoices with the same date:
  1. Go to Options > Select invoice by date. A selection window opens.
  2. Enter the import date and click OK. The invoice opens in the Order administration screen.
2. To process individual invoices:
  1. Go to Options > Select invoice. A list of imported invoices displays.
  2. Select the invoice you want to view and click Accept. The invoice opens in the Order administration screen.
(Optional) If changes need to be made to the invoice, click Edit. Make necessary changes and then click Save.