Learn how to mark an Invoice or Credit Note as Export Ready.
Your Organization may be configured to Export Invoices and Credit Notes individually (we call this 'Type A'), or as part of a Batch Export File (which we call 'Type B').
In this article, we will be explaining the Type B scenario, where Invoices and Credit Notes are first marked as 'Export Ready', and then included in a Batch Export File that is generated asynchronously at a time that suits you. If your Organization exports Invoices and Credit Notes individually (Type A), see our Export an Invoice or Credit Note article.
Type B Organizations have the ability to add individuals Invoices (i.e. 'one-by-one'), or they can add multiple Invoices in a single action, using the Bulk [Mark As Export Ready] feature.
Mark an Individual Invoice as Export Ready
1. Select [Invoices] → [View All] from the side navigation bar.
2. Select [Reconciled] tab. Only Invoices in the 'RECONCILED' state can be marked as Export Ready. A Reconciled Invoice has passed all flag checks, or has been granted Approval despite having flags.
3. Use [Search] to find the Invoice you would like to mark as Export Ready.
4. Click [Invoice Number] to open the Invoice.
5. Click [Mark as Export Ready] action button in the Invoice header area. You will require a specific permission in order to see the button in the Invoice header.
The Invoice is now in an 'EXPORT READY' state, and is available in your Invoice Export Center for inclusion in an upcoming Export File. Once the Invoice has been successfully exported to your external accounting platform, the status of the Invoice will be updated to Exported. Changes cannot be made to the Invoice while it is in an Export Ready state.
6. If you need to, you can Revert the Invoice to a Reconciled state, then Re-Open the Invoice to make changes to it. Select [More Menu] → [Revert to Reconciled] in the Invoice header area.
Mark Invoices as Export Ready in Bulk
1. Select [Invoices] → [View All] from the side navigation bar.
2. Select [Reconciled] tab. Only Invoices in the 'RECONCILED' state can be marked as Export Ready. A Reconciled Invoice has passed all flag checks, or has been granted Approval despite having flags.
4. Select multiple Invoices using the checkbox to the left of the Invoice Number.
5. Click [Mark as Export Ready] at the top of the table, above the Invoice Number column.
6. Click [Mark as Export Ready] in the confirmation step to complete the action.
Note: the Bulk 'Mark as Export Ready' feature does not yet work for Credit Notes.