Purchase Document Worksheet

The Purchase Document Worksheet is a fast-processing workspace that consolidates all purchase document types into a single list page. Instead of navigating between Purchase Orders, Purchase Invoices, Credit Memos, and Return Orders separately, you work through them all in one place.

What’s in the worksheet

Column / Area	What it shows
Document list	All open Purchase Orders, Invoices, Credit Memos, and Return Orders in one view
Document lines	Inline editable lines for the selected document (sub-page)
PDF preview	Side panel showing the original source document (e.g., the received e-invoice PDF)
Approval comments	Inline approval history and comments

PDF preview

When enabled, a PDF preview panel appears alongside the document list. As you navigate between documents, the PDF automatically updates to show the original source document — the received e-invoice, scanned PDF, or email attachment.

This lets you visually verify document details against the extracted data without opening separate attachments or switching pages.

To enable: Go to Purchases & Payables Setup → set Show PDF Factbox to On.

Inline line editing

The embedded Purchase Document Worksheet Lines sub-page shows the lines for the currently selected document. You can edit lines directly in the worksheet:

• Change GL accounts, dimensions, and amounts
• Adjust quantities and unit prices
• Modify descriptions and cost centre assignments

Lines are editable when the document status is Open. Documents in Pending Approval or Released status have read-only lines.

Approval actions

All approval actions are available directly from the worksheet — no need to open individual documents:

Action	What it does
Approve	Approve the selected document or line
Reject	Reject with a mandatory rejection code
Delegate	Delegate approval to another user or your substitute
Send for Approval	Manually submit a document to the approval workflow
Cancel Approval	Cancel a pending approval request
Add Comment	Add an approval comment visible to all approvers

Approver fields in the list are color-coded to reflect approval status — you can see at a glance which documents are pending, approved, or rejected.

The worksheet supports both standard (user-based) and user group (four-eyes) approval modes.

Batch posting

Select multiple documents and post them in bulk:

Shortcut	Action
F9	Post selected documents
Ctrl+Alt+F9	Preview posting — review GL entries before committing
Shift+F9	Post and print

The system handles each document type separately within the same batch action — Orders, Invoices, Credit Memos, and Return Orders are each processed with the appropriate posting logic. You’ll see a confirmation prompt per document type.

The Ext. Doc. No. Mandatory setting in Purchases & Payables Setup is respected — documents missing an external document number will be skipped with a notification.

A Test Report action is also available to validate documents before posting.

Amount mismatch highlighting

For inbound e-documents (from PEPPOL, OCR, or email), the Amount and Amount Including VAT fields are color-coded to flag discrepancies against the original source document:

Color	Meaning	Action needed
(no color)	Amounts match the original e-invoice	None — ready to process
Yellow (Ambiguous)	Minor difference within rounding precision	Review — likely a rounding difference
Red (Attention)	Significant mismatch exceeding rounding precision	Investigate — amounts don’t match the source

Use the Apply Amounts Filter action to quickly isolate only the documents with mismatches. Remove Amounts Filter returns to the full list.

Percent spreading

The Percent Spreading action redistributes line amounts across document lines using percentage-based logic. This is useful when:

• An invoice total needs to be split across multiple cost centres proportionally
• Department allocations follow a fixed percentage split
• A single invoice line covers services consumed by multiple GL accounts

Bulk release / reopen

Select multiple documents and use:

• Release (Ctrl+F9) — release all selected documents simultaneously
• Reopen — reopen released documents back to Open status

This is particularly useful when processing a batch of approved documents that need to be released before posting.

Opening the full document

The View Document action opens the selected record in its native Business Central page (Purchase Invoice, Purchase Order, etc.) for full editing when the worksheet’s inline editing isn’t sufficient.

Configuration

Three settings in Purchases & Payables Setup control the worksheet’s behaviour:

Setting	Effect
Show PDF Factbox	Enables the PDF preview panel alongside the document list
Enabled Std Approvals	Shows standard approver fields (individual approver columns)
Enable User Group Approvals	Switches to user group / four-eyes approval columns

Tips for efficient processing

1. Start with the Amounts Filter — apply the mismatch filter first to focus on documents that need attention
2. Use the PDF preview — verify amounts and line items against the original without opening attachments
3. Approve in bulk — select multiple documents and approve them in one action
4. Post in batches — use F9 on a selection to post all approved documents at once
5. Use Preview Posting (Ctrl+Alt+F9) — check GL entries before committing, especially for high-value invoices