Configure the invoice page

Customise what your team sees and how they work on the invoice page — which fields appear, in what order, which dimensions are used, what copies over when they add a new accounting row, and a set of small behaviour toggles that make the day-to-day faster.

All of these settings live on the Administration → Organization page. This guide walks through the invoice-page-related sections in the order you'll want to configure them.

Before you start

• You need to be a member of a user group with edit rights to Organization to configure the invoice page.
• Save affects everyone in this organisation. Talk to your team before hiding fields they actively use.
• Changes take effect after users refresh their browser. Nobody gets signed out, but open invoices should be closed and reopened to pick up the new configuration.

Open the page

1. From the top menu, click Administration.
2. In the sub-menu, click Organization.
3. Use the On this page sidebar on the right to jump between sections.

Choose which fields appear on the invoice header

The Visibility and tab order for fields in invoice header section (inside General) controls two things at once: whether each field is shown, and — for shown fields — where it sits in the tab order when someone tabs through the invoice.

For every field in the list, set the dropdown to Show, Hide or Visible and tabbable.

Recommended starting point: keep only the fields your team actually needs to look at or fill in. Fewer fields on screen = faster invoices. You can always turn things back on if you miss them.

Two extra tab-order settings sit below the visibility table:

• Tab to roundoff — include the roundoff field in the tab order.
• Tab to definitive verification date — include the definitive verification date in the tab order.

Turn these on if your team uses those fields often; leaving them off means fewer tab-stops between the fields that matter.

Rename or validate the Payment reference field

Under Settings for payment reference:

• New name for payment reference — if your organisation calls this something else (e.g. "OCR"), type the label you want your team to see.
• Validate payment reference number format — enforce checksum validation on payment references. Turn on if your suppliers use Swedish OCR numbers with a check digit; leave off if you accept freeform references.

Set up accounting dimensions

The Accounting dimensions section is where you decide which dimensions users can code invoices against, what each one is called, and which are mandatory.

Name and order the dimensions

Under General settings, the ten configurable dimensions are listed. For each one you want to use:

1. Type a friendly Name — this is the label users see on the invoice page (e.g. "Project" for Dimension 1). Leave blank for dimensions you don't use.
2. Set the Order — the sequence dimensions appear in when coding. Lower numbers appear first.

Configure Active dimensions

The Active dimensions table below has four columns to configure per dimension:

Three additional rows appear at the top of the table:

• Quantity — enable/disable quantity as a column on accounting rows.
• Approval lists — enable Approval list as a routing dimension on rows.
• Specification — enable the Specification field on accounting rows.

Two Specification-specific settings sit below the table:

• New name for specification — rename the Specification dimension if your organisation calls it something else.
• Validate date format in specification field (yyyy-MM-dd) — enforce ISO date format when the field holds a date.

Set which fields copy to a new accounting row

Coding invoices is a lot of small typing. The Copy to new accounting row column (top-right of the Accounting dimensions section) lets you decide which field values are copied from the previous row when a user adds a new one, so they only have to change what's different.

Recommended starting point: copy Account and whichever dimensions are usually the same across an invoice's rows (typically cost centre and project). Leave the more variable dimensions unchecked so users don't accidentally book to the wrong value.

Add extra text fields to accounting rows

Beyond the standard fields, you can add up to six custom text fields that appear on each accounting row. Under Extra text fields for accounting rows in the Accounting dimensions section:

For each of Custom field 1 through Custom field 6:

• Name — the label shown on rows. Leave blank to disable that custom field.
• Mandatory — tick to require a value before the invoice can be approved.

These are handy for things like an internal project reference, a purchase note, or an approval justification that doesn't fit any of the standard fields.

Link an invoice header field to an accounting row field

Under Connection between field in invoice head and accounting lines:

• Our reference — dropdown that lets you map the invoice header's Our reference value into a specific accounting row field. Useful when Our reference on the invoice contains data (e.g. a project reference) that you want copied down to each row.

Invoice page behaviour toggles

The Features on invoice page block (in General) collects small toggles that change how the invoice page behaves.

• Show tax balance button (tax scale) on invoice page — adds a shortcut button to balance TAX lines across the invoice. Turn on if your team frequently deals with invoices where the extracted TAX doesn't match line totals.
• Copy accounting row value by use key '+' — pressing + on the keyboard duplicates the previous row's values. Faster than clicking. Works alongside the Copy to new accounting row setting above.
• View and search for BG, PG or IBAN in the supplier field — extends the supplier autocomplete so users can search by payment identifiers, not just supplier name. Handy if suppliers are often looked up from bank data.
• Don't put notes in invoice log — keeps user comments out of the automated invoice log. Turn on if the log is getting cluttered with informal chatter.
• Don't open the prepayment dialog automatically — suppress the automatic prepayment prompt. Turn on if prepayments are rare in your org and the dialog is a nuisance.

Autocomplete behaviour

Two smaller toggles in Autocomplete settings shape how the field autocompletes work on the invoice page:

• Search entire name (not only starting with) — autocomplete matches anywhere in the value, not just prefix. More forgiving when users don't remember the exact start of an account or dimension name.
• Display account and dimension name — show the readable name next to the code in dropdowns. Useful when your team knows accounts by name more than by number.

Save

Click Save at the bottom right of the page to save the changes for all members in the organisation.

To review the history of changes to this page, click Log at the top right of the form.

What your team will see

Once you save:

• Users need to refresh their browser (or open a new invoice) to see visibility changes.
• Any invoices that are already open in another tab or window continue to show the old configuration until they're closed and reopened.
• Existing invoices don't have any data removed if you hide a field — the data stays, it's just not shown. Turn the field back on to see it again.
• If you make a dimension Mandatory and there are already invoices in flight without a value in that dimension, those invoices will block on approval until someone fills in the value.