Reading and sorting the invoice list in B2Brouter

The invoice list is the screen where you see every document in the account. From here you can sort them, search for one, filter them and export them.

Where the list is

Issued invoices: go to Income in the top main menu and then to Issued invoices and Commercial invoices, in the options on the top left. Simplified invoices have their own list, under Simplified invoices.
Received invoices: go to Expenses in the main menu and then to Received invoices and Commercial invoices.

To open a document, click on its number.

The columns of the list

Each row is an invoice. These are the columns, from left to right:

A checkbox, to select one or more invoices and apply a bulk action to them.
Number: the series and the number of the invoice. If the document does not have one yet, it shows Uninformed.
Status: the current status of the invoice. You can check what each status means in Check the status of issued invoices.
Contact: the customer or the supplier of the invoice. If the contact has a parent, you see both.
Account/UO: only appears if the account has organisational units.
Taxable base and Total: the amounts of the invoice.
Invoice Date: the date of the invoice.
Delivery method (on the issued list): the date the invoice was sent. On the received list, this column is Reception date.
Due date terms: the due date.
eAccounting: only appears if you have an active eAccounting connection.

The last column, with no header, holds the actions menu of each row.

The columns of the list are fixed. There is no selector to add or remove columns.

Sorting the list

Which headers sort

Click on a header to sort the list by that column. These sort: Number, Status, Taxable base, Total, Invoice Date, Delivery method (or Reception date, on received invoices) and Due date terms.

The other headers do not sort. In particular, Contact is not sortable.

A second click on the same header reverses the direction. The arrow on the header shows which column is in charge and in which direction.

The default order

While you do not click any header, the list is shown in creation order, the newest first.

Creation order is the order in which the invoices entered the account, and it does not necessarily match the order of the numbers or of the dates. An invoice created before another one appears below it even if it has a higher number. This is normal and is no sign of a numbering problem.

On the issued invoice list, creation order has no header of its own. On the received invoice list it does: it is the Reception date column.

The sort order is kept for the session

When you click a header, B2Brouter remembers that sort order for the session and applies it again every time you come back to the list.

It is remembered per list: the issued list, the received list and the simplified list each have their own sort order.

If one day you open the list and the order is not what you expect, it is because a sort order from an earlier click is stored. Click the header of the column you want to sort the list the way that suits you.

Neither the search box nor the filters change the stored sort order.

Searching for an invoice

At the top left of the list there is the Find box. Type a text and the list keeps only the invoices that match it.

The search looks at:

the number of the invoice,
the name and the tax identifiers of the contact, and those of its parent too,
the additional information of the invoice,
the text of the invoice lines.

Filtering the list

Next to the search box there is the Filters button, which opens the filter panel. There you can combine:

Contact and Country of the contact.
Delivery method, the transport used to send the document.
Product code, if the account has a product catalogue.
A date range: first choose which date you want to filter in Date type and then fill in From and To.
Series and Number.
Status: tick the statuses you want to see, or use Select all states.
Type: on the issued list, between Invoices, Corrective invoices and Credit notes. On the received list, between Commercial invoices, Simplified invoices and Credit notes.
Organisational unit: if the account has them, you can exclude their results.

Apply the filters with Apply. Delete removes them all.

Just above the table there are also quick tabs that filter the list with a single click: All, Drafts, Sent, Expired, Refused, Closed, Validation error and Error.

What the Expired tab shows

Expired is not an invoice status. On the issued list, it shows the invoices with a due date before today that are not Collected, Reported as paid or Closed.

The collection is not marked automatically. An invoice that you have already collected stays in Expired until you mark it as collected: select it and use Mark as > Collected, or record the collection as explained in Payments and collections.

With the Expired tab active, Export gives you this same list as a CSV.

The CSV export follows what you see

The Export option at the top right downloads the list as a CSV file.

The CSV is generated with the same filters and the same sort order you have on screen, including the sort order you stored with a click on a header. If you want the CSV in a particular order, sort the list first.

Downloading several invoices at once

Tick the invoices with the selection checkbox. The action bar appears at the top.
Open Download copy and choose the format.

If you ticked a single invoice, you download one file. If you ticked several, you download a ZIP with one file per invoice.

The options depend on the list:

Issued invoices: Sent document, which is the file that was sent to the customer, and the export formats, PDF included.
Simplified invoices: only Sent document. For a sent simplified invoice, this file is the PDF.
Received invoices: Download original, which is the file that you received, and the export formats, PDF included.

Download copy requires the Professional plan or higher.

Download limits

Each download takes 100 invoices at most. If you tick more, the message «Too many invoices to download» appears. Download them in groups of 100 or fewer.
Sent document and Download original need this file on every ticked invoice. For example, a received invoice that you keyed in by hand has no original file. If one invoice does not have it, nothing is downloaded and the message «Invoices do not meet the requirements to be downloaded» appears. Choose PDF, which is generated for each invoice, or reduce the selection to find the invoice without the file.