Active Invoices Archive

After an invoice is signed, it goes to the Active Invoices Archive. This archive provides an invoice history for auditing and legal purposes. It can contain copies of electronically signed and non-signed invoices from 6 to 20 years, as required by your country.

You can view the following for each active invoice:

Invoice data in the Supplier's format.

Signed or unsigned invoices in a readable PDF format.

Signature and certificate details.

Invoice processing history.

Invoice audit history.

The database stores these documents for up to 20 years, according to your country’s legal requirements.

To search for an invoice in the Active Invoices Archive

1	Click the Reports tab in Trading Grid Online.

The Active Document Search page opens.

2	Select Document. Then click Active Invoices.

The Search Archive page opens. From this page you can search for invoices in the Legal Archive, dated within the past 20 years.

3	Set the search criteria.

Important: The Transaction Date Range section criteria is based on when GXS processed the document, whereas the Invoice Date Range is based on the date and time the invoice was created, as stated in the actual invoice document.

 

Field	Description
Transaction Date Range
Time Frame	The date and time when the system received the invoice. There are five ways to search for documents by date: Specific Date Specific Date Range Specific No. of days Relative Time Range None — search all available records.
From Date/To Date	Click the calendar icons to select the From Date and To Dates. Use the 24-hour clock format, such as 0:00 to 23:59.
Last “X” No. of Days	Specify the number of days back from the current date.
Document Details
Order #	A unique number used to track an invoice.
Document Type	The document type, for example: Tax Invoice or Tax Credit Note.
Invoice Number	A unique number used to track an invoice.
Invoice Value	The total monetary amount of the invoice.
Invoice Number Range (From/To)	A range of Invoice Numbers for a search.
Invoice List (Upload)	Click Browse to upload an invoice.
Invoice Value (incl VAT)	The Invoice total including the VAT costs: = (equal) < (less than) > (greater than) Example: $100 before taxes.
Invoice Value (excl VAT)	The Invoice total without the VAT costs.
Status	Either All invoices, invoices With Errors, or invoices Without Errors.
Currency	The currency on which the invoice is based.
Legal Profile - My Information
My Legal Name/Unique Entity ID	Use this section to look for invoices based on one or more legal profiles. Type the name or ID of the legal profile defined for your Company's entity, for example, factory, plant, division, sub-division, etc., or provide the other information as applicable.
Legal Profile - Partner Information
Partner Legal Entity Name/Unique ID	The name or ID of the legal profile defined for the Trading Partner's entity.
Partner VAT ID	The VAT ID
Role Type	The role of the legal entity or business unit Sender — Sends invoices only. Receiver — Receives only. Both — Sends and receives invoices. Note: In the case of self-billing, a Buyer Receiver of documents might also send invoices. In this case, select Both.
Additional Search Filter	Additional search filter include the following: IPA Number General Ledger Invoice Number (Sender) Invoice External ID Buyer Siret Number
Extended Search Key as Sender	See “Setup Extended Search Keys” on page 140.
Extended Search Key as Receiver	See “Setup Extended Search Keys” on page 140.
Invoice Date Range
None	Search all available records.
Specific Date	The exact date for an invoice search.
Start Date	The start date for an invoice search.
End Date	The end date for an invoice search.
Last ‘X” days	The number of days back from the current date.
Software Version	The software version.
View Type	Legal Archive — Search the entire archive. Secure Delivery — Search for the securely delivered items to view, extract, open, or download. The Secure Email Delivery feature delivered these documents through a secure email link. An email message with a secure link to the documents was sent to the person delegated in the Legal Profile by your Company Administrator, who then downloaded it to the Active Invoice Archive. Note: Documents received via Secure Email Delivery are retained for 180 days only.
Back	Click Back to return to the Search Archive page.
Clear	To clear the search fields and start a new search, click Clear.

4	Click Search.

The system automatically saves the search query (on the Search Archive page), and the Invoice List page displays the search results.

See also:

“Cancel an Invoice” on page 143.

“Invoice Information Page” on page 164

“Information Links” on page 166

“Legal Entity Partner List” on page 170

“Tax Exemption Justification Documents” on page 172

16.2 release. Updated October 23, 2016 Trading Grid Online User Guide PDF

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