Using the Inbox in Xena
This guide shows you how to send, organize, and manage vouchers in Xena's inbox – from uploading and filtering to moving, adding relations, or forwarding vouchers by email.
The inbox in Xena is an efficient and user-friendly tool for managing documents in your accounting system. Here you can easily store and manage supplier invoices, receipts, images, and other relevant vouchers.
How to send vouchers to the inbox
You'll find the inbox via Ledger > Voucher Registration in the main menu, or by clicking the Inbox icon at the top right of the top bar:
In the inbox you have several ways to add vouchers:
By email: At the top of the page, a unique email address linked to your inbox is shown. You can, for example, take a photo with your phone and send it directly to this email address. The voucher will then automatically appear in the inbox within a few seconds. Clicking the email address opens your default email program with the address filled in – attach the voucher and press Send.
Drag and drop: You can also add files manually by dragging them into the box "Drop files to upload them."
Mobile app: With the EG Xena Voucher app you can quickly send vouchers to the inbox directly from your phone.
Clicking New voucher shows you additional ways to add documents:
Local device: Upload files directly from your computer.
Xena: Add a document that already exists in your accounts – e.g. a previously posted voucher.
Inbox: Show documents currently located in an inbox (yours or someone else's).
The inboxes
Users with the Administrator or Bookkeeper role can get a combined overview of all vouchers across the inboxes in the accounts, by selecting All in the field where you can choose between inboxes. This then shows all vouchers in the accounts – regardless of which inbox they are in.
Parking and notes
You can enter internal notes on all types of vouchers. The notes are saved together with the partner posting when posted, and are also shown under Purchasing > Payments. Hovering over the note icon shows the first lines as a preview. To read the whole note, simply click the icon.
You can also park vouchers temporarily if you don't want to work on them right away. They will be filtered out of the view of active documents.
Click the P icon next to the voucher.
Optionally enter a note with the reason for parking.
Click Park document. The icon then changes to a strikethrough.
To activate the voucher again, click the struck-through icon and select Activate voucher.
➡️ Read more about parking and notes on vouchers
Filters
The inbox lets you filter documents based on:
Date:
Specify a date range. Leaving one field empty also shows vouchers without a date. This is useful with the date filter during VAT settlement, when you want to make sure all relevant invoices are posted within the current period.
Status:
By default, only active vouchers are shown. You can choose between the filters below:
All: Shows all vouchers in the selected inbox
New: Shows only vouchers marked as New
Parked: Shows only vouchers that are parked.
Approved: Shows only vouchers where all order costs are approved (shown with status Approved in the overview)
Other features
Preview:
Documents are shown on the right-hand side. Images can be rotated using the buttons above the view.
Status marking:
New vouchers are shown with a colour marker on the left and placed at the top of the inbox. In the menu next to each voucher you can mark a voucher as either new or seen (see below).
Actions:
Via the three dots (menu) you have the following additional options:
Move to: Moves the voucher to another inbox, or links it e.g. to an order.
Add to: Keeps the voucher in the inbox, but at the same time links it to something else, e.g. a partner or an order.
Add/edit note: You can enter internal notes on the voucher.
Details: See e.g. the file name and where the document is linked.
Send by email: Opens the dialog for forwarding the voucher by email.
Mark as new/seen: Marks a voucher as either new or seen.
Download: Save the voucher locally.
Delete: Remove the voucher from the inbox.
➡️ Go to this guide to learn about posting vouchers via the Inbox
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