Invoice Header Fields

What does each header field refer to? Which fields are mandatory?

There is a wide range of different header fields available in Dooap.

We recommend modifying your own view by selecting which header fields are displayed and which not. This can be done by clicking the settings wheel on the right.

In addition to the readily available header fields, there are also three custom fields available. The data for these fields can be picked up anywhere from the XML file of the invoice. The names of these header fields are also customizable. To enable custom fields, contact support@dooap.com.

💡The header fields are highlighted in red if mandatory data is missing or if the same invoice number is used for the selected vendor.

Here’s an example where the invoice has an invoice number that is already used for the vendor, and the total amount is missing.

Regarding the currency, please notice that currencies must be written in capital letters. If the currency is written in lowercase letters, it will not be applied to the invoice correctly.

Incorrectly written:

Correctly written:

Header Fields

Field	Description	Mandatory
Company	Company code in AX2012/D365.	X
Vendor	Vendor's account number.	X
Vendor name	The name of the vendor. It is fetched automatically when selecting the vendor.	Autom.
Invoice number	The number of the invoice. This field is highlighted when the same invoice number has already been used for the selected vendor earlier.	X
Invoice type	The type of the invoice. Invoice types are managed in Dooap Admin > Invoice types view.	X
Invoice date	The date of issue.	X
Posting date	The date which will be when posting the transaction to general ledger. By default, posting date will reflect the open period.	X
Due date	Due date of the invoice.	X
Last PR Date	This field indicates when the most recent PR was created for any of the purchase orders (POs) associated with the invoice.
Total amount	Total amount of the invoice. The total amount of a credit note is displayed with "–" as negative value.	X
Currency	The currency code.	X
Contract number	The contract number associated with the invoice.
Bank account	The vendor’s default bank account number is automatically selected when selecting vendor. It is also possible to select the bank account for each invoice manually.	Optional
Method of payment	The method of payment.	X
Terms of payment	The payment term.	Optional
Payment reference	The payment reference number.
Cash discount code	Cash discount code imported from AX2012/D365.
Cash discount date	Cash discount date is automatically calculated when a cash discount code is selected.
Cash discount amount	Calculated discount amount.
Created	The date when the invoice is created in Dooap or imported to Dooap.
Status	Invoice status: New, In Workflow, Approved, Transferred, Paid, Archived, Deleted.
Voucher number	The voucher number of the invoice.
Auto-post	If selected, the invoice is automatically posted to the general ledger in D365.
Auto-transfer	If selected, the invoice will automatically be transferred to D365 from Dooap. This feature needs separate activating (contact support@dooap.com).
Approver	This field displays the name of the last approver with certain rules. Invoice's status is New. And the invoice has a workflow defined -> the last approver in the workflow will be displayed. And the invoice has no workflow defined -> the field is left empty. And the invoice has only a reviewer defined in the workflow -> the reviewer will be displayed. And the invoice has a split -> the last approver of the first branch will be displayed. Invoice's status is In workflow. The currently active handler will be displayed. If the invoice contains a split -> the currently active handler of the first branch will be displayed. If the first branch has no active steps -> Dooap will check the next branch and select the active handler from there. Invoice's status is Approved / Transferred / Paid. The name of the last approver's name will be displayed (the last user that approved the invoice).
Purchase order numbers	The numbers of the purchase orders matched to the invoice.
Custom 1, 2, 3	There are three custom fields available. The data can be picked up anywhere from the XML file of the invoice. The names of these header fields are customizable. To enable custom fields, contact support@dooap.com.

In date fields:

1) Use 'd' as a keyboard shortcut for today's date.

2) Open a calendar by pressing down-arrow to select a date from there.

3) Date Recognition Hot Keys:

If a user types:
- 12102020, the system would be able to interpret this as 12/10/2020 (12.10.2020)
- 121020, would be understood by the system as 12/10/2020 (12.10.2020)
- 1210, would be understood as 12/10 (12.10) of the current year, and therefore 12/10/2020 (12.10.2020)

Works with US / (EU) date formats.