Purchase invoice archive

Owned by Vesa Koskinen
Last updated: Oct 13, 2023
3 min read

The original invoice files from the invoices processed to the buyer are stored in the purchase invoice archive. Depending on the buyer, invoices can come from no more than three different sources.

Archiving original invoices:

The different sources along with what is considered original invoice data are as follows:  

  • Email: the original invoice image from the email can be archived. 

    • When email archiving is in use, the invoice files attached in emails are stored into the archive. The invoices are archived in their original file format extracted from the email. The metadata, such as the email sender and date and time stamps, are also stored. 

  • E-invoice: the original data coming from the sender can be archived.

    • Invoice XML and attachment files included. 

  • Paper: paper invoices are not archived.

    • If archiving paper invoices is required, please contact the OpusCapita customer service.

What is considered as original, is country-specific; the rules may differ depending on the buyer’s country.  

Searching purchase invoices 

 

  1. Choose purchase invoices tab.

  2. From the Company/Buyer drop-down menu, select the desired company. 

  3. From the Year drop-down menu, select the desired year. After this, more search options will appear. 

 To find the desired invoice faster, refine the search as follows: 

  • If you want to search for invoices from a specific period, click in the From and To fields and select the date range from the calendars.  

  • If you want to search invoices sent or received by a certain email address, enter the value to Email field 

  • If you want to search for certain invoice number, enter the value to Invoice Number field 

  • If you want to search with sender name or VATID, enter the values to either Sender Name or Sender VAT ID fields 

  • If you want to search for a specific text found somewhere in the invoice, enter it in the Search in text field.  

Search is performed on the metadata provided for the invoice 

Search results 

Click Search. The invoices matching your search criteria are shown. 

  • Transaction Id: OpusCapita Solutions transaction ID for the invoice 

  • Invoice number: The invoice number of the invoice 

  • Start date: The date when the invoice was received 

  • Sender: Information over the sender - e.g. The email address of the issuer of the email 

  • Sender Vat ID: The Vat ID of the sender 

  • Status: The status of the transaction in OpusCapita 

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.  

From the “Print this page”, you can print all the results shown. From “Download, you can download the wanted data formats of the invoice.