Received Invoices

The Received invoices section of 2Click Accounting is designed to handle and manage all invoices sent by vendors to your OCR email. The invoices are processed automatically using OCR (Optical Character Recognition), which extracts and structures relevant invoice data. This process ensures accurate registration and efficient further processing of the invoices in the system.

Enhanced OCR Reading with AI

OCR now reads all words and values on the invoice and processes them using AI analysis, resulting in more precise data extraction and reduced manual adjustments.

Search field

An easy-to-use search field is available to quickly find specific invoices or information. You can search using the following parameters:

• Vendor Name
• Invoice number
• Document number

The search box includes a small x, which allows you to quickly clear typed search text and start a new search.

Enhanced Search and Filtering

The enhanced search and filtering functionality is available across the Purchase Invoice module and can be used under Received Invoices, Approval, Archive, and Status. This allows users to quickly locate specific invoices by applying one or more filter criteria.

The following filter options are available:

• Document Date – Filter invoices by the date stated on the invoice document.
• Received Date – Filter invoices by the date they were received in the system.
• Due Date – Filter invoices by their payment due date.
• Awaiting Approval By – Filter invoices based on the user who is currently assigned to approve them.
• Department – Filter invoices by the department they are associated with.
• Employee – Filter invoices by the employee linked to the invoice.

In addition, a free-text Search field is available at the top of the page, allowing users to search across invoices using keywords such as vendor name, invoice number, or other relevant information.

How to use:

1. Navigate to the desired page: Purchase Invoice → Received Invoices / Approval / Archive / Status.
2. Enter a keyword in the Search field, or select one or more filter values from the drop-down menus.
3. Click the Select button to apply the filters.
4. The invoice list below will update to display only the invoices that match the chosen criteria.

To clear the filters and view the full invoice list again, click the ✕ icon in the Search field or reset the filter values.

In addition to filtering, the invoice list can be sorted by clicking on any of the three column headers:

• Vendor – Sort invoices alphabetically by vendor name.
• Invoice No – Sort invoices by their invoice number.
• Received date – Sort invoices by the date they were received in the system.

Each column can be sorted in both ascending and descending order. Click the column header once to sort in one direction, and click it again to reverse the sort order. A small arrow next to the header indicates the current sort direction.

Table overview of received invoices

In the Received Invoices section, a table summary of all invoices that have been sent to 2Click Accounting is displayed. By default, the table view presents 20 invoices per page. Users can choose to change the view to either 20 or 50 invoices at a time and navigate between pages using navigation buttons. The most recently received invoice is placed at the top of the table for easy access. You can also change the sorting parameters for the list as you wish in the "View options" tab in the settings for the Purchase module. See more at the bottom of this page.

Invoices can be selected directly by clicking on a line in the table. When an invoice is selected, the line is highlighted with a background color to indicate that it is active.

The system also uses color codes to provide users with immediate status information about the invoices in the list:

• Blue indicates that AI has identified a related purchase order or purchase order receipt in order to match the invoice accordingly. Read more about purchase matching on this page.

• Orange indicates that the invoice has been rejected by an approver. By hovering the mouse over the invoice line, the rejection message will be displayed, giving the user information about the reason for rejection. This information is also available in the activity log for the selected invoice. 

How to send an invoice to 2Click Accounting

When you are registered as a user in 2Click Accounting and have established a connection to the ERP system, a unique email address called your OCR email is automatically generated. This email address will appear at the bottom of the navigation menu.

Share this email address with your vendors so they can send invoices directly to you. The received invoices are processed automatically through an OCR process that extracts and structures invoice data for correct posting in 2Click Accounting.

Note: There may be discrepancies in the automatic extraction of invoice data. Therefore, you have the option to adjust the OCR settings manually to ensure that the data is extracted correctly and placed in the respective fields. This functionality is available via the "Gear/Setting" button.

Please note that the invoice above is fictitious and made for documentation purposes only.

General structure

In the purchase invoices section, the layout is divided to provide a clear and structured overview of all incoming invoices and their associated information:

• Left side: 
   Here a table overview that includes all invoices is presented. The table contains key information such as the vendor's name, invoice number, and date of receipt.
• Right side: 
  When an invoice is selected in the left side table, its details are displayed on the right side of the screen:
  • Invoice details: Displays specific information about the invoice, such as the vendor and invoice amount.
    • If the invoice details tab is selected, then the following three sections are displayed:
      • Invoice details: Displays specific information about the invoice, such as the vendor and invoice amount.
      • Accounting information: Contains information related to accounting, including accounts and dimensions.
      • Payment Information: Displays payment-specific data, such as due date and payment status.
  • Accounting line details: Displays specific information about the invoice lines.
    • Accounting information for each line: Contains information related to posting, including accounts and dimensions.

Please note that the above invoice is fictitious and made for documentation purposes only

Invoice view at the bottom of the page

At the bottom of the page, under the three tables for invoice details, accounting information and payment information, you will find the invoice view. This view presents the selected invoice in PDF format to provide a visual overview of the original document.

Above the invoice view, navigation buttons are available that offer the following features:

• Navigation buttons: These buttons allow you to switch back and forth between pages if the invoice consists of multiple pages.
• Download: This feature allows you to download the invoice directly to your device, whether it is a computer, tablet, or smartphone.

Invoice details (tab)

The invoice details provide an overview of the key header-level information associated with the selected invoice. These include vendor information, posting instructions, approval flows, due dates, and payment information. The parameters in the invoice details can vary, depending on the configurations that the administrator has set for purchase invoices.

To ensure a clear and clear presentation, the invoice details are divided into three main sections:

• Invoice Details
  This section provides basic information about the invoice, including:
  • Transfer invoices in between your companies
    • When your user has access to multiple company entities, you can use the Company field to move the invoice to another entity. Simply select the desired company, and the invoice will be transferred there after being handled.
  • Invoice data
  • Vendor details
  • Invoice number
  • Invoice date
  • Matching type: If selected in Settings, you can set the matching type to match either a Receipt or an Order from your ERP-system, allowing the accounting lines to fill automatically based on the match it finds in the ERP-connection. 
• Accounting Information
  This section provides details related to the accounting process, which may include:
  • Approval flow and associated steps
  • Accounting setup and G/L accounts used
  • Dimensions (if enabled in the system)
• Payment information
  Here payment-specific data is presented, such as:
  • Payment due date
  • Payment type and payment information

This organization ensures efficient and user-friendly navigation between different aspects of a purchase invoice, while also supporting proper accounting and payment processing.

Table view navigation buttons

For easy navigation in the table overview of received invoices, there are also navigation buttons that allow the user to:

• Switch between different sides of the table.
• To choose to display a specific number of invoices per page (20 or 50 invoices).

Editing invoice details

Invoice information can be edited to ensure proper registration and processing. This is done via the Edit button, which gives access to adjust values in the three associated tables: Invoice details, Accounting information and Payment information.

Editing Mode Frameworks
When you enable the Edit Mode, you will only be able to adjust the fields that have been made available for modification. Any adjustments must either be saved or undone before you can navigate further.

Available field categories for editing

• Number values: For example, invoice number, order number, bank registration number, bank account number.
• Text fields: e.g. FIK, IBAN, SWIFT.
• Dates: For example, document date, due date.
• Drop-down lists: For example, vendor number, approval flow, account numbers, posting setups.
• Amount: e.g. VAT amount, net amount.

How to edit invoice details

• On the navigation menu, click Purchase invoices, and then select Received invoices.
• Select the desired invoice from the table overview on the left.
• Click the Invoice Details tab  (if you're not already there).
• Click the Edit button to enable the editing-mode.
• Make any necessary changes to the available fields.
• Click the Save button to save your changes.

If you want to cancel your changes before they are saved, you can click the Revert Changes button, which will restore the fields to their original values.

Accounting Line Details (Tab)

Accounting line details are displayed differently depending on the enabled or disabled settings in the system. In the settings section, you can find additional information on how to adjust the user interface based on these settings. The following walks you through how the accounting line details are presented and work when all settings are disabled.

Heading for accounting line details

On the Accounting line details tab, you can see the total number of lines that are associated with a specific invoice. If there is a discrepancy between the invoice sum and the remaining amount, the header will be marked with a red color as a visual indication.

Structure and functionality of accounting line details

The accounting line details are presented in a way that makes it easy to identify the appropriate account type and specific account where each invoice line should be posted. In addition, the associated general posting setup and VAT posting setup is clearly displayed for each line.

• Origin of information: This information is transferred by default from the invoice details (header level).
• Editing: Users can edit the general ledger account as well as the posting and tax posting setup in the accounting line details.
  • Changes made at the line level will automatically be updated in the invoice details.
  • Note, however, that changes to multiple lines in the accounting line details will not affect the corresponding fields in the invoice details (header level).

How to delete an accounting line

1. Click on Purchase Invoices, and then click on Received invoices.
2. Select an invoice from the table on the left.
3. Click on the Accounting line details tab.
4. Press the Delete button.
5. When the pop-up window appears, click Confirm.

To undo, click Cancel in the pop-up window.

How to edit an accounting line

1. Click on Purchase Invoices, and then click on Received invoices.
2. Select an invoice from the table on the left.
3. Click on the Accounting line details tab.
4. Click on the Edit button.
5. Edit the fields you want.
6. Click on the Save button.

To undo, click Cancel in the pop-up window.

Apply Accounting to all lines

It is as of the July 2026 release, possible to edit and apply new details to multiple accounting lines at once. This allows you to share the same accounting details for all the accounting lines, without having to manually edit every single line. 

This process is done by pressing the -button. This will trigger a pop-up to appear, where you will set some "standard" accounting line details that will apply for all the accounting lines on the given invoice. The accounting line details that can be filled are:

• Account Type (G/L, Item, Item Charge)
• Account
• Description
• General Posting Setup
• VAT Posting Setup
• Dimensions retrieved from your setup
• Deferral Schedule (from Purchase Invoice Settings)

Note that some of the accounting line detail settings are retrieved as dimensions from either your ERP-setup, or are settings that needs to be activated to apply for invoices. These are found in the Purchase Invoice Settings. 

How to add an accounting line

Note: You can't add a new accounting line while you're in edit mode. Be sure to save or undo your current changes first.

1. Click on Purchase Invoices, and then click on Received invoices.
2. Select an invoice from the table on the left.
3. Click on the Accounting line details tab.
4. Click on the Add button.
5. Enter values in the fields.
6. Click on the Save button.

To undo, click the Cancel button.

Comments (Tab)

The comment feature allows users to access and review the activity associated with processing an invoice. In addition, users can add comments and attach documents if necessary in connection with the posting of the invoice. The comment field will show activity when an invoice is posted or sent for approval under sections such as approved invoices, invoice archive and invoice status.

The user can also attach supporting document files in the comments, such as a belonging invoice, payment document, etc for further explanation in the comments. 

How to add a comment (and attach a supporting document)

1. Click on Purchase Invoices, and then click on Received invoices.
2. Select an invoice from the table on the left.
3. Click on the Comment tab.
4. Press the Add button (a pop-up window will appear).
5. (Press the blue "Attach Supporting Document"-button to add a file
6. Select the desired document from your computer files.)
7. Enter your comment and click the Confirm button.
8. To undo, press Cancel in the pop-up window.

Posting button

When you have reviewed both the invoice details and the accounting line details, and possibly added a comment, and are ready to post the selected invoice, use the green Post button. If the necessary information is missing, or if the posting fails for any reason, you will receive a message clarifying the cause of the problem.

Minimum requirements in the invoice fields to post an invoice:

• Amount without difference
• Currency code
• Vendor number
• Country code
• Vendor Name
• Approval flow (requires setup)
• Account
• Vendor posting setup
• Due date
• Payment type and the associated fields

How to post an invoice:

1. Click on Purchase Invoices, and then click on Received invoices.
2. Select an invoice from the table on the left.
3. Click on the OCR button.
4. Select or cut the correct values from the invoice and enter them in the fields.
5. Click the Confirm button.
6. Click the Edit button  and fill in the minimum requirements.
7. Go to the Accounting Lines and verify that they are filled in correctly.
8. Click the Post button (green large button).

Delete invoice (Red button)

If you wish to remove an invoice from 2Click Accounting, you can do this by clicking on the red X button next to the invoice. It may be necessary to delete an invoice if it has been submitted incorrectly, is a duplicate, or is no longer relevant to the company's accounts, e.g. if an order has been cancelled.

When a user in the company deletes an invoice, a security measure is implemented that requires the user to enter a comment and confirm the deletion before the action is completed.

Note: Once an invoice is deleted, it will still be archived in Archive. Therefore, it is possible for the vendor to send the invoice to your OCR email again or you can recreate it yourself by sending it again.

How to delete an invoice:

1. Click Purchase Invoices, and then click Received invoices.
2. Select an invoice from the table on the left.
3. Click the X button in the top right corner. 
4. Enter a comment in the pop-up window and click Confirm.

To undo, click Cancel in the pop-up window.

OCR (Gear/setting button)

OCR, short for Optical Character Recognition, represents an advanced technology that allows you to transform different types of documents, images, or printed texts into machine-readable text. Our specialized OCR software is dedicated to scanning invoices and identifying the characters in the text, enabling electronic storage and editing.

When an invoice is submitted to the 2CA, OCR will go through that invoice and extract the data to be placed in their respective fields. For example, the VAT amount is taken from the invoice and placed in the field called VAT amount.

The OCR-value is not correct - what do I do?

Your task is to assist the OCR system in selecting the correct values from the invoice, which at the same time helps to train OCR to recognize and process the specific invoice correctly in the future. When you click on one of the fields that contains a default OCR value, it means that OCR has extracted the first value that it expects to be correct. You have the option to select the correct value by using the expand button, which can be done in two ways:

1. Mapping: Mapping shows a list of qualified values that OCR has extracted from the invoice. It is recommended to select the desired value directly from this list. If the correct value isn't in the list, apply Cropping.
   • No value: This value is only used if you don't want to assign a value to the field.
2. Cropping: Use cropping to extract both the leader text and the corresponding value that is connected to the leader text. It is important that both the lead text and the associated value are correctly trimmed from the invoice.

Mapping - how to select correct values from OCR

1. Click Purchase Invoices, and then click Received invoices.
2. Select the desired invoice from the table on the left.
3. Click the OCR button (gear/setting icon).
4. Check if the value in the field is correct.
5. Click the Expand button to see the clipping on the invoice.
6. Click on the list of values and select the correct value.
7. Press Confirm in the box.
8. Click Confirm OCR Loading to finish.

Warning: Use the crop function only if the value is not present in mapping.

Cropping - how to crop values from invoice

1. Click Purchase Invoices, and then click Received invoices.
2. Select the desired invoice from the table on the left.
3. Click OCR (gear/setting icon).        .
4. Find the appropriate field and click the Expand button.
5. Go to the Cropping tab.
6. Click the Edit button next to Leader Text.
7. Select the correct manager text from the invoice.
8. Click the Edit button next to Value.
9. Select the correct value from the invoice.
10. Click Confirm to confirm your selection.
11. Repeat the above steps if there are multiple values that needs to be corrected.
12. Click Confirm OCR-reading to finish. 

Note that confidential information have been hidden from the picture above showing how the mapping function works. 

Comment

The comment feature allows users to access and review all activities related to the invoice's processing. In addition, users can add their own comments when relevant or necessary in connection with the invoice's bookkeeping.

You can now also attach supporting documents directly to a comment, for example, correspondence with a vendor, delivery confirmations, or documentation explaining a deviation. This strengthens transparency, makes audits easier, and ensures that all related information is stored together with the invoice. Note that you can only upload one document per comment. 

Button Overview

Download button: Used to download the invoice.

Expand button: Shown to see more details about the invoice.

Edit button: Used to modify invoice information or accounting line details.

Save button: Saves the changes made.

Confirm button: Confirms the changes that have been made.

Reset button: Resets invoice information or accounting line details (visible only in edit mode). This button can also be aBack buttonin some cases.

Table navigation buttons: Used to navigate the table.

Buttons for selecting the number of items in the table: Adjusts how many items are displayed per page in the table.

Gear/setting button: Opens the settings for further customization.

Add button: Used below the fiscal line details to add a manual fiscal line.

Delete button: Used to delete an invoice.

Post button: Used to post an invoice.

Button Overview (OCR)

Expand button: Used to show more details.

Edit button (snipping tool): Used to modify invoice information or accounting line details.

Reset selected values (in the box): Resets the selected values to default settings.

Confirm change: Confirms the changes that have been made.

Navigation buttons for invoice pages: Used to navigate between pages if the invoice consists of multiple pages

Back button (to previous page): Navigates back to the previous page.

Confirm OCR-Reading: Confirms the loading of OCR data.