Parking and Notes on Vouchers

You can park vouchers and add notes in several places in Xena.

Inbox

In the voucher registration, Notes and Parking function as two independent features. You can therefore add a note to a voucher regardless of whether it is parked or not. When posting, both notes and parking markings are transferred to the partner posting.

In the inbox, you will see:

• A note icon next to vouchers with notes.
• A parking icon, which changes appearance depending on the voucher’s status (parked or not parked).

If a note already exists on the voucher, you can click the note icon to edit or delete it. If there is no note, click the three dots next to the row and select Add/Edit Note.

How to park vouchers via the inbox:

1. Click the parking icon.
2. Optionally add a note.
3. Click Park Voucher.

How to activate parked vouchers again:

1. In the Status filter, select Parked.
2. You will now see all parked vouchers.
3. Click the parking icon next to the voucher you want to activate.
4. Optionally delete the note.
5. Click Activate Voucher.

➡️ Read more about the inbox

In Voucher Registration

When you open a voucher in the inbox, the Note (Alt + N) section is at the top.

• The section can be collapsed.
• Use the shortcut Alt + N to expand the field and prepare it for entry.

When parking a voucher in this view:

1. Click the parking icon at the top.
2. The note field will automatically expand, as it is recommended to provide a reason for parking.

To activate a parked voucher again, simply click the parking icon. You do not need to delete the note if you want to keep it for historical reference.

➡️ Read more about voucher registration

Partner Postings

As mentioned, notes and parking status are transferred from the voucher to the partner posting upon posting. In addition, from the partner posting you can:

• Create new notes
• Park or reactivate postings

You can find notes and parking under the Postings tab on the partner. If a posting has a note, a note icon will be shown – hover over the icon to see the first few lines.

➡️ Read more about partner postings

You can edit notes and parking status in three ways:

• Click the note icon
• Click the parking icon
• Click the three dots and select Edit Invoice Details

Regardless of method, the same editing dialog will open, and any changes made here will also be visible in the payment list.

⚠️ Note: When a partner posting is reconciled, the parking marking is automatically removed, but the note is retained.

➡️ Read about reconciling partner postings

Payment List

In the Purchases > Payments menu, you can also view and work with notes and parking. Here you can:

• Add new notes
• Park or reactivate postings
• Edit the due date

As with partner postings, you can hover over the note icon to view the first lines of the note.

You can edit notes and parking status in three ways:

• Click the note icon
• Click the parking icon
• Click the three dots and select Edit Invoice Details

No matter which method you use, the same editing dialog will open, and any changes made will also be reflected in the partner posting.

⚠️ Note: Eventually, it will no longer be possible to pay parked invoices via the payment list. Until this functionality is implemented, you must ensure that parked invoices are not selected for payment.

➡️ Read about transferring payments to the bank

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