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 vouchers you want to store or work with in your accounting.

 

Upload documents to the inbox

You can find the inbox in the Finance menu > Voucher Registration.

1. At the top, you will see your unique email address for the inbox in this accounting. For example, if you take a picture with your phone and want to save it in Xena, you can easily send it to the inbox's email address. After a few seconds, the picture will be visible in the inbox.
2. If you click on the email address, it opens a new email in your standard email program, with the recipient already filled out.
3. You can also manually add files to the inbox by dragging them into the 'Drop files to upload them' box. Here's the inbox in Xena.

 

Alternatively, you can click the 'New Voucher' button to use 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.

Dropbox: Used to fetch documents from Dropbox. Follow the instructions here.

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

The inbox automatically opens with the 'Active' filter, so you only see active documents. You can change the filter to, for example, see all documents or only parked ones.

 

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

---

---