Find a VAT invoice and download its files
Every VAT invoice issued to your company is kept on the platform with its PDF and XML. This guide shows how to find one, see which order it belongs to, and download its files.
Before you start#
- You need the Tenant Owner, Tenant Admin or Tenant Accountant role, or a platform operator account.
- You see the invoices billed to your own company; platform operators see all invoices.
- What an invoice record holds is on VAT invoices.
Steps#
- Open Finance > VAT Invoices. Invoices are listed 20 to a page, oldest added first.
- To narrow the list by match status, select the filter (funnel) button next to the search box, choose a Match Status (for example Matched or Needs Review) and select Apply. Clear all removes both the filter and any search.
- To find a particular invoice, type its invoice number, or the provider's reference, in the search box and press Enter. Set the filter first: applying a filter clears the search, while searching keeps the filter.
- To download a file straight from the list, select PDF (or XML, INV, HTML) in the invoice's Files column. Files open in a new tab.
- To see more, select the invoice number to open the invoice.
- On the invoice, the Match card shows its match Status. Once it is Matched, it also shows the Order the invoice bills and its Financial Transaction. Select either to open it; they are links only when your role can open that page.
- Under Files, select a file card to open or download that file; it opens in a new tab. Each card shows the file type and file name.
- To take the list to Excel, select Export to Excel. The file holds the invoices the current search and filter show.
What happens next#
- The export lists #, Invoice Number, Issue Date, Total, Tenant and Match Status for each invoice; files are not included.
Rules and limits#
- An export holds at most 5,000 rows. When the list holds more, a note under Export to Excel says the export is capped, and the file's last row says so too; narrow the search or filter to export the rest.
- The list and the invoice page show the total only; open the PDF or XML for the full breakdown.
- Only platform operators see the Review action on invoices that need review; working that queue is a platform task.
- What each match status means is on Invoice match statuses.
If something goes wrong#
| What you see | Cause | Fix |
|---|---|---|
| "No files attached." on the invoice | No file is stored for this invoice | Ask the merchant that issued it for a copy |
| A file card does nothing when selected | The file is not available | As above |
| A dash (—) in the Files column | As above | As above |
| The Order or Financial Transaction is plain text, not a link | Your account cannot open that page; with the standard roles this happens only if your permissions were customised | Ask your company's owner |
| No Order on a Matched invoice | The matched transaction has no order, for example an adjustment | Open the Financial Transaction instead |
| An invoice you expect is missing | It was billed to another company, or it has not reached the platform yet | Check with the merchant that issued it |