Sent invoices tab

• Following invoice statuses through an API connection
  • Ways to follow invoice statuses through the API
  • Most common invoice statuses

• Following sent invoices in the Maventa user interface

  • Searching for sent invoices and retention periods

  • Selecting the columns to display

  • Downloading the sent invoices list

• Individual invoice details and actions

  • Re-sending an invoice

  • Invoice attachments and event log

It is good to note that Maventa operates solely as an invoice intermediary (i.e., as an operator), and it is not possible to create invoices within the service itself. To use Maventa's operator services, you need an accounting software that can generate invoices in an XML format supported by Maventa.

Following invoice statuses through an API connection

When accounting software is connected to Maventa through an API, the software receives invoice status updates from Maventa automatically, and the statuses can be followed in the accounting software itself. Therefore, it is not necessary to check invoice statuses manually on the Sent invoices tab in the Maventa user interface.

Ways to follow invoice statuses through the API

Webhooks (recommended): Maventa sends a notification to the accounting software as soon as an invoice’s status changes, for example when the invoice is delivered or when sending fails. If sending fails, the notification includes the error message.

Status checks: the accounting software asks Maventa for an invoice’s status at regular intervals. This is an option when webhooks are not available, and it can also be used as a backup alongside webhooks.

Most common invoice statuses

• Pending: the invoice is queued and waiting to be sent. Most invoices are sent within about 10 minutes. At the turn of the month and during busy periods, sending can take a few hours. In the API, this status is called PENDING.

• Sent: the invoice has been handed over to the delivery channel, such as Peppol, email or print. A sent invoice can still fail later, for example if an email bounces. In the API, this status is called DELIVERED. The name SENT can appear in other contexts, but it means the same status.

• Delivery confirmed: the delivery channel has confirmed that the invoice was received. Not all delivery channels support this confirmation. In the API, this status is called DELIVERY_CONFIRMED.

• Failed: the invoice could not be delivered through any available route. The invoice can be re-sent with corrected recipient details, as described in Re-sending invoices below.
  In the API, this status is called FAILED. The status ERROR means the same as FAILED.

Which statuses appear in the accounting software depends on how its API connection is built. The software provider can confirm which statuses it shows.

Following sent invoices in the Maventa user interface

The invoice views in the Maventa user interface can be viewed by Admin- and User-level users of the company account. Sent and received invoices are divided into their own tabs, and the view can be customised by choosing whether to display 25, 50, or 100 invoices at a time on the page.

Selecting the number of invoices is done using the 25/50/100 items per page drop-down menu on the right side of the view.

Searching for sent invoices and retention periods

On the Sent invoices tab, you can search for sales invoices using the following details:

• Invoice number

• Recipient's name

• Unique identifier of the invoice (ID)

Invoices can also be searched from a specific time period by clicking the Search field on the left side of the view and defining the desired date range in the Creation time section that appears next to the Search field.

The specified date range can be removed by clicking the Ⓧ button on the right side of the date fields.

The view can also be filtered to display only sent invoices that are in an error status by clicking the Display failed only toggle switch on the right side of the view to active.

Invoices are retained in the Maventa user interface for 24 months, which is why invoices older than two years can no longer be viewed or searched for through Maventa. Consequently, the archiving of invoices to bookkeeping or another external storage location must be taken care of within the retention period.

Selecting the columns to display

The details displayed in the columns of the invoice list can be selected by the user. The selection is made via the Display columns drop-down menu found on the right side of the view by clicking the desired checkboxes to active. If you wish to remove displayed details, this is done through the same drop-down menu by clicking the checkboxes inactive.

The following details can be selected for the view:

• Invoice number and Invoice ID

• Reference number

• Sender and Sender BID

• Recipient and Recipient BID

• Invoice date and Due date

• Sending time (Created at) and Delivery time (Delivered at)

• Net amount and Gross amount

• Invoice status

• Sending channel (Sent via)

• Open invoice in a new tab (Open as tab)

Downloading the sent invoices list

The invoice list can be downloaded to a computer in either XLS or CSV format. The download is done via the Export drop-down menu found on the right side of the view by clicking the desired file format. The download occurs automatically after clicking.

Invoice details and actions in the Maventa user interface

More detailed information about an invoice can be displayed by clicking the invoice row in question or by selecting the tab icon if Open as tab has been configured as a displayed column in the invoice list.

Re-sending an invoice

An invoice can be re-sent with the same or corrected recipient details by clicking the Resend... button. The function is available for sales invoices that were sent successfully and for those that ended up in an error status. An invoice that is still waiting to be sent cannot be re-sent.

If the error is caused by the invoice content, for example missing mandatory details, the invoice needs to be corrected in the accounting software and sent as a new invoice.

Follow these steps to re-send an invoice through the Maventa user interface:

1. In the Maventa account, go to: Sent invoices

2. Select the invoice that is intended to be re-sent by clicking:

   • The invoice row in question

   • The Open in a new tab icon. This is visible only if Open as tab has been configured as a displayed column in the invoice list

3. Click the Re-send... button under the Invoice actions section on the left side of the view

4. Define the invoice sending method and, if necessary, fill in the missing address details in the dedicated text fields:

   • E-invoice: Mandatory details are the Operator, which is selected from a drop-down menu, and the Electronic invoice address (EIA)

   • Email: The mandatory detail is the Email address

   • Print: Mandatory details are the Customer name, Street address line 1, Postal code, Post office, and the Country to be selected from a drop-down menu

5. Click the Re-send invoice button

Invoice attachments and event log

Invoice attachments: All invoice files forwarded to Maventa can be viewed and downloaded under the Invoice attachments section on the left side of the view.

The following can be viewed and downloaded in the view:

• Invoice image (PDF)

• Original XML data of the invoice (XML)

• Other possible attachment files (Attachment drop-down menu)

If an attachment is missing from the view, it has not been successfully transferred from the accounting software to Maventa.

Event log: The invoice event log can be viewed under the Invoice history section in the middle of the view.

The event log indicates when and to which address the invoice was sent. If sending the invoice fails, the content of the error message and the reason for the failure appear directly in the event log.