Use of the inbox

The Inbox in Xena handles all types of documents you wish to store in your fiscal.

Xena’s Inbox is an efficient and user-friendly tool for managing documents in your fiscal. Here, you can easily store and manage supplier invoices, receipts, images, and other relevant vouchers.

Upload documents to the inbox

You can find the inbox in the menu Ledger > Voucher Registration.  There are several ways to add documents:

• Via Email: At the top of the page, you'll find a unique email address associated with your Inbox. For example, you can take a photo with your phone and send it directly to this address. The document will appear in the Inbox within seconds. Clicking the email address will open your default email client with the address pre-filled—simply attach the document and click Send.
• Drag and Drop: You can also manually add files by dragging them into the “Drop files to upload” box.
• Mobile app: You can use the app EG Xena Bilagto quickly and easily send documents to the Inbox directly from your phone.

By clicking New Document, you gain access to additional methods of uploading documents:

• Local Device: Upload files directly from your computer.
• Xena: Add a document that already exists in your accounting records—for example, a previously posted voucher.
• Inbox: View documents currently in an Inbox (your own or others).

Inbox features

Users with Administrator or Bookkeeper roles can access an overview of all documents across all inboxes within the fiscal by selecting All in the inbox selector field.

This will display all documents in the fiscal—regardless of which inbox they are stored in.

You can temporarily park a document if you don’t wish to process it immediately. Parked documents are excluded from the active document view.

1. Click the P icon next to the document.
2. Optionally, enter a note explaining the reason for parking.
3. Click Park Document. The icon will then change to a strikethrough version.
4. To reactivate the document, click the strikethrough icon and select Activate Document.

The Inbox allows you to filter documents based on:

Date: Specify a date range. If one field is left blank, documents without a date will also be shown. This is useful during VAT reporting to ensure all relevant invoices are recorded within the current period.

Status: By default, only active documents are shown. Available filters include:

• All: Shows all documents in the selected inbox.
• New: Shows only documents marked as New.
• Parked: Shows only parked documents.
• Approved: Shows only documents where all order-related costs are approved (marked as Approved in the overview). 

Preview: Documents appear on the right-hand side. Images can be rotated using the buttons above the preview.

Status Indicator: New documents are marked with a colored bar on the left and placed at the top of the inbox.

Details and Actions: Click the pencil icon to edit or view document details. Via the three-dot menu, the following options are available:

• Move to: Transfer/add the document to an order or another user’s inbox.
• Details: View information such as file name and linked records.
• Download: Save the document locally.
• Delete: Remove the document from the inbox.

➡️ Read more: Document Management

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