If you can see it in the filing cabinet does that mean it's been exported??
The Filing Cabinet tab can be a little confusing at first, because as well as showing you your exported invoices, it will initially by default show you 'All Invoices', meaning invoices in the InTray, Approved, SignedOff, Disputed & exported invoices. The Filing Cabinet tab is also used for searching, so you will need to change the search criteria on the right side to display what you want to look at. So if you want to look at invoices that are in the actual Filing Cabinet (have been exported) then change it to 'Exported Invoices'. You can also select 'Invoices Not Yet Exported', 'Exported Batches' and 'Statements'.
How do you know which ones are actually in the Filing Cabinet and can't be edited?
If you are searching 'All Invoices' you need to look at the 'Where?' column, and if it says Filing Cabinet, then it can't be moved, deleted or edited, but if it says any other tab, it has not been exported and can therefore be edited, moved etc. Note that if it's showing as in the 'Signed Off' tab then you need to send it back to the 'Approved Tab' to be able to edit it.
If you have a look at the screenshot below it shows you the 'Where?' column in yellow.
Because the Filing Cabinet tab is also used for searching and can show you invoices from all different tabs, and seeing we all know that once something is exported it goes to the Filing Cabinet & cannot be edited, it can get confusing for beginners to think that anything they see in that tab is actually exported.
What can you search for?
As you can imagine, over time invoices build up and we cannot display all invoices to you by default. So you will need to select search criteria to retrieve the invoices that are relevant. To do this select what you require from the 'Search' tab in the panel on the right hand side. As the image below shows you can look at 'All Invoices, Exported Invoices, Invoices Not Yet Exported, Exported Batches and Statements. The system won't display more than 500 invoices for any search, so you may need to limit your date range (shown in purple in image above) depending on how many invoices were retrieved in the search.
Therefore if you have done a search and you aren't seeing all the invoices you expected to, then it most likely needs the date range changed or expanded.
Do you want to keep a copy of the search? Then you can download it to a CSV file on your computer by clicking on the green 'Export To File' button.
Do you need to re-export an invoice? To find out how click HERE.
Do you want to see what invoices you exported in yesterday's batch or last weeks?
Then select 'Exported Batches' & then another field with a list of all your previously exported batches will appear, showing the date & time.
To find out how to re-export all the invoices in that batch click HERE.
If you want to re-export just the one invoice
Once an invoice has been exported and has gone to the filing cabinet, it cannot be removed. You can however send that invoice back through the system again though. To do this you need to email yourself a copy of the invoice and then email it back into your invitbox account (this is done via the "MORE' button> 'Email to me'). You do however need to be aware that it will show as a duplicate within invitbox (have the red duplicate icon on it). Once you've sent the other copy in, as well as when you void something in Xero, you need to write a note stating what's been done and why, otherwise it could become confusing down the track (you need to put a note on both the new invoice as well as the invoice in the filing cabinet).
What if you can't find a particular invoice?
If you have searched for a particular invoice and can't find it, then widen the date range by removing the 1st date and also tick the box 'Include Trash' (shown in blue in the above image) as it may have been deleted. Fyi an invoice will remain in the Trash Tab for only 30 days.
If you still cant find it try searching by other criteria and consider if someone made an error, such as the date in the future, or put under the wrong supplier or maybe there's a duplicate supplier under a different name because it was created under the registered ABN company name.
Reporting from the filing cabinet
Even though we have a Report tab, you will find most reports you need will be done in the Filing Cabinet. There's a lot of different search criteria to select such as by Group, Categories, supplier and so on. You can even tick the 'Show Approvers' box and include the name of the person that approved them. Once you have your report you can download it to a CSV file on your computer by clicking on the green 'Export To File' button.
Search tags: missing invoice trash invoice delete invoice