Use of the inbox

The inbox in Xena is a fantastic and straightforward tool for handling all types of documents you want to store in the system.

Here, you can manage supplier invoices, receipts, images, and other documents you wish to save or work with in your fiscal.

Upload documents to the inbox

You can find the inbox in the menu Finance > Voucher Registration. Below are the options available for sending documents to an inbox in Xena:

1. At the top, you will see your unique email address for the inbox in this fiscal. For example, if you take a picture on your phone and want to save it in Xena, simply send it to this email address. Within a few seconds, the image will appear in the inbox
2. If you click on the email address, a new email will be created in your default email program with the recipient automatically filled in. Attach the documents and click Send
3. You can manually add files by dragging them into the box labeled 'Drop files to upload them'
4. You can use the app EG Xena Bilag app to quickly and easily send documents to the inbox.

 

If you click the 'New Voucher' button you will find other methods to upload documents to the inbox:

• Local Device: Select files from your device and upload them.
• Xena: Displays all documents already existing in your Xena accounting. You can search for the document you want to bring into the inbox. Use this function, for example, if you want to restore a previously posted transaction.
• Inbox: Shows the documents currently in the inbox in Xena.

Features in the Inbox

Parking of documents

You have the option to park a document, which filters it out from active documents in the inbox.

1. Press the 'P' icon next to the document.
2. Enter a note about why the document is parked.
3. Press the 'Park Document' button.
4. The 'P' icon will now be displayed with a strikethrough.

When you want to activate the document again, click the 'P' icon with the strikethrough, and in the displayed dialog box, press 'Activate Voucher.'

Filtering

You have the option to enter a date filter, allowing you to view only documents within a specific date range. If you leave one of the date fields empty, you will also see all documents that do not yet have a date entered.

Additionally, you can filter by the status of the documents. The default setting is "Active," so you automatically only see active documents. Here, you can change the filter to, for example, view only new documents or only parked documents.

 

Other features

Preview: On the right side, a preview of the document/image is displayed. Images can be rotated using the buttons above.

Status Marking: Unprocessed documents have an additional color code on the left side and are displayed at the top of the inbox.

Details and Actions: You can open the document and view details by clicking on the pencil icon. Through the menu (the 3 dots), you have the following options:

• Move to: (move to an order or to another user's inbox)
• Details: Show details for the file (name, relations, etc.)
• Download: Save the file to your device
• Delete: Remove the file from this inbox

Read more: Document Management

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