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How to Use Color Remarks for Invoice Status

Introduction

The Color Remarks feature allows users to visually track the progress of invoices, similar to its application for shipments. These color-coded indicators help streamline accounting and payment workflows by enabling users to easily identify invoice statuses.

Benefits

  • Clear Workflow Tracking: Easily identify which invoices are ready for payment or require further confirmation.
  • Customizable Labels: Assign specific meanings to each color to align with your accounting processes.
  • Filtering for Efficiency: Quickly search for and sort invoices based on their assigned color remarks.

Where to Use

This feature is accessible in the following sections:

  • Invoice Entry Page: Add color remarks to invoices individually.
  • Shipment Accounting Tab: Assign color remarks while reviewing invoices linked to shipments.
  • Invoice/Cost List: View, filter, and edit color remarks in a list format.

What Can Be Customized

  • The description of each color remark to fit your workflow.
  • The number of available colors (default is 5, but can be increased as needed. However, exceeding 15-20 may hinder recognition and increase the risk of selection errors.)

Step-by-Step Instructions

1. Assigning a Color Remark to an Invoice

  1. Navigate to the Invoice Entry Page.
  2. Locate the Color Remarks flag in the upper left corner.
  3. Click the flag to open the Color Remarks dropdown menu.
  4. Select a color to indicate the invoice status:
    • Example: Mark AP invoices as "Ready to Pay" to notify managers for approval.
    • Example: Mark AR invoices as "Wait for Confirmation" if they are still being reconciled.
  5. The selected color will now be displayed on the invoice page.

2. Assigning Color Remarks from the Shipment Accounting Tab

  1. Open the shipment related to the invoice.
  2. Navigate to the Accounting tab.
  3. Find the invoice and click the Color Remarks column next to the Invoice No.
  4. Select the appropriate color to mark the invoice status.

3. Filtering and Editing Color Remarks in the Invoice/Cost List

  1. Go to the Invoice/Cost List page.
  2. Find the Color Remarks column in the list view.
  3. Click the color indicator to modify the color remark if necessary.
  4. Utilize the “Color Remark” filter option to search for invoices based on their color remark.

4. Customizing Color Remarks

  • If you need different descriptions for colors, contact support to adjust them.
  • Up to 15-20 colors can be added instead of the default 5, but excessive options may hinder recognition and increase selection errors.
  • Each Color Remark description must not exceed 24 characters (including spaces).
  • Colors can be defined using Hex Color Codes. You can choose a color from websites likehttps://www.color-hex.com/ and provide the corresponding Hex Code, e.g., "#ffdce2" for light pink.

For a visual guide on this feature, please refer to the following video: