Invoice Inbox - Multiple Inboxes

  • Updated

Communities can configure multiple Invoice Inboxes and designate one as the default, a capability available to users with the Community Administrator role.

 

Creating a New Invoice Inbox

  1. Navigate: Go to the Administration module > select Modules > click Invoices > select Inbox tab.

  2. Initiate Creation: Select Create New Inbox .

  3. Enter Details: Insert the required information (marked with a red asterisk).

  4. Set Access: Choose which users should be able to access the Inbox Queue.

  5. Submit: Select Add. To add multiple inboxes consecutively, click Add More.

Note on User Access:

  • If "Specific Users" is chosen, access updates must be made manually as staff changes occur.

  • If "all users" is chosen, any new users with the Create Invoices role will automatically gain access.

 

Updating, Editing, or Deleting an Inbox

  • Update/Edit: Go to the Administration module > select Modules > click Invoices > select Inbox tab > click Actions associated with the desired inbox > select Edit or Delete.

 

  • Deleting an Inbox: You can only delete an inbox if your community has more than one setup.

    1. Go to Administration > Modules > Invoices > Inbox tab.

    2. Select Actions on the right side of the desired inbox > click Delete.

    3. Select a Replacement Inbox > click OK.

    Data Migration Note: Any items in the deleted inbox will be moved to the selected 'replacement inbox'. If there are 200+ items to move, you will receive an error and must move those items via the Inbox menu first before deleting.

 

Managing Users and Moving Invoices

Add/Remove Users From an Inbox

  1. Go to Administration > Modules > Invoices > Inbox tab.

  2. Click Actions associated with the desired inbox > select Edit.

  3. A pop-up box will appear to set the inbox visibility (for all users with Create Invoices role or for specific users entered into the Users box).

 

Moving Invoices between Inboxes

This action is used to transfer individual invoice stubs from one inbox to another.

  1. Go to the Invoices module (not Administration) > select Inbox tab.

  2. Click the three vertical dots to the right of the invoice line.

  3. Select Move To Inbox.

    • If a user has access to two or more inboxes, they will see a drop-down menu for selection.