Sales invoice Archive stores automatically processed invoices to a secure cloud file storage. Based on customer configuration, invoice data files, such as xml, images and possible attachment files can be archived. Each archived invoice contains also meta data - detailed logs when the invoice was processed, sent to the customer and invoice header information. Users with required user rights can access Archive via BNP. Users can search, view and download invoices. Additionally Archive can be accessed via API that allows customer to download archived invoices.
General functionality
When a sales invoice is processed in OpusCapita Business Network, the files in that transaction are archived automatically. Archiving process is triggered once the invoice is delivered to the recipient. This also includes invoices that might be rejected by the recipient. If the invoice is in processing error, they are not archived.
Archiving event is displayed in Track and trace event timeline:
The archiving go-live date, retention period and termination date are decided by the customer. During this period, all archived documents are kept in the secure cloud storage.
Access to Archive
Archive can be accessed via Business Network Portal and via API. Users with archive role in BNP has Archive icon in the application menu:
Visibility of archived documents depends on the user role rights. More information here: https://opuscapita.atlassian.net/wiki/spaces/HTUCSP/pages/12445089833/User+management#User-roles-and-company-rights .
Sales Invoice Archive is also possible to access via API called Relayed Archive API.
Searching sales invoices
Choose sales invoices tab from the top.
From the Company/Seller drop-down menu, select the desired company.
Search in text - field can be used to do a “wild card search”, for a value existing in the structural data of the invoice(s)
More search options can be found if you click on the More search options:
If you want to search for only certain type of invoices, choose the valid option from Invoice Type
Possible options are invoice/credit note
If you want to search with the invoice number of a transaction, fill it into Invoice Number - field
If you want to search all invoices that have been processed through a certain channel, choose the wanted value from Channel. Possible options are Paper/email/einvoice
If you want to search for invoices issued on a certain date, fill in the date to Issued Date-field
If you want to search invoices that have been processed through OpusCapita on a certain dates, fill in the date-range to Processing Date
If you want to search invoices for a certain receiver, fill in the receiver value to the Customer/Receiver-field. Possible options are name/customerid/Vat ID/eInvoice address
If you want to search with Payment Reference, fill it into the Payment Ref-field
Search results
Customer Number: Customer number for the receiver, issued by the seller
Receiver: The receiver of the invoice
Invoice Number: The invoice number of the invoice
Payment Ref: The payment reference of the invoice
Issued: Date when invoice was issued
Due: The due date of the invoice
Type: The type of the invoice: Invoice/Credit note
Channel: The channel through which the invoice was sent
Amount: The total amount of the invoice
If you want to open the invoice as a PDF, click PDF.
When you want to see more details on a specific invoice, Click the Open-button on the right side of the invoice information. The invoice opens showing the details.
Archived invoice details
From the “Print this page”, you can print all the results shown. From “Download, you can download the wanted data formats of the invoice.