Invoice

Manage supplier invoices in Tourpaq Office Finance. Search and filter the invoice list, download invoice PDF/XML and accounting files, archive invoices, and pay invoices (permissions required).

Invoice dashboard (invoice list)

Use the Invoice page to find supplier invoices, check status (Pending, Approved, Rejected), and take actions like download, archive, or pay.

Invoice list: filter by date range, invoice number, creditor, and status. Then download, archive, or pay invoices.

What you can do here

• Search and filter invoices by date range, invoice number, creditor, status, and more.

• Open an invoice from the list.

• Download invoice files (PDF/XML) and related accounting exports.

• Archive invoices to remove them from your day-to-day view.

• Pay invoices (if your user role has access).

What you can see and do may depend on your permissions. If you don’t see Pay or download options, ask your admin to confirm your role.

Step-by-step: find an invoice

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1) Choose a date range

Set From date and To date to control which invoices appear in the list.

• If you can’t find an invoice, widen the date range first.

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2) Add optional filters (if needed)

Use one or more of these filters to narrow the results:

• Invoice Number: search for a specific invoice ID/number.

• Creditor: filter by supplier/service provider.

• Status: show only Pending, Approved, or Rejected invoices.

• Archive Status: show Archived or Not archived invoices.

• Internal Comment: search by internal notes/tags.

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3) Display results

Select Display to apply your filters.

• Select Clear to reset all filters and start over.

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4) Open the invoice

In the results table, select the invoice number in INV.NO to open it.

Understanding the invoice list

Each row is one invoice. Common fields you’ll use:

• INV.NO: The invoice number (usually a link).

• TYPE: What kind of invoice it is (for example: hotel invoice, handling invoice, extra invoice).

• NAME: Short description (often includes supplier + date).

• CREDITOR: Who the invoice is from.

• INT.COMM: Internal comment/tag (your team’s internal reference).

• AMOUNT: Invoice total.

• DUE DATE: When payment is due.

• APP. DUE DATE: The date the invoice was approved/registered in the system.

• STATUS:

  • Pending: not approved yet

  • Approved: approved and ready for the next step

  • Rejected: rejected (usually needs correction or follow-up)

• COMMENTS: View notes and discussion related to the invoice.

• ARCHIVED: Shows whether the invoice is archived.

Download files (PDF, XML, accounting)

Depending on the invoice and your permissions, you may see download options in the row or in the invoice tools.

• Download Invoice PDF: downloads a printable PDF copy.

• Download Invoice XML: downloads the invoice in XML format.

• Download Accounting: downloads the accounting export/record linked to the invoice.

If a download is missing or empty, confirm the invoice has the expected attachments and that you are allowed to access them.

Archive invoices

Archiving helps keep your day-to-day invoice list clean.

• To archive a single invoice, use Archive on that invoice.

• To archive multiple invoices, use the checkboxes to select several rows (bulk actions), then choose Archive.

To view archived invoices later, change Archive Status to show archived items.

Pay invoices

If your role allows it, you can select Pay for an invoice.

• Use this when you are ready to send the invoice to your payment process.

• If Pay is not available, the invoice may need approval first (check Status) or you may not have permission.

FAQs

• I can’t find an invoice I know exists. What should I do? Start by widening the From date / To date range. Then try searching by Invoice Number or Creditor.

• What’s the difference between “Due date” and “App. due date”? Due date is when payment is due. App. due date is when the invoice was approved/registered in the system.

• Why is an invoice “Rejected”? Rejected invoices usually have missing/incorrect details or need clarification. Open the invoice and check Comments for the reason and next steps.

• Where do I download the invoice PDF or XML? Use Download Invoice PDF or Download Invoice XML in the invoice tools or directly in the invoice row (depending on your view and permissions).

• What does “Archived” mean? Archived invoices are hidden from the default working list but are still available. Use Archive Status to show them again.

• Can I archive or pay multiple invoices at once? You can select multiple invoices using the checkboxes and then run the available bulk action (for example Archive). Bulk Pay depends on your setup and permissions.

• I don’t see the Pay/Download options. Is something wrong? Not necessarily—those actions can be permission-based. Ask your admin to confirm your role and access rights.