Who can view Invoices?

Users can view invoices if the team administrator has given them the right to do so.  The right to view invoices is set individually by user and by 'contact type'.  

In our example, the user is Janet Taylor.  She is to be given the right to view invoices of the contact type 'Clients.'  For more information about 'Contact Types,' read, 'What is a Contact Type?'

The administrator begins by opening the 'Manage Users' window.  She does this with a click to the 'Manage Users' menu bar selection.  Only administrators have this selection.

Below is a slide illustrating the 'Manage Users' window.  

Next the administrator clicks on Janet Taylor's line in the user list. The selected line becomes highlighted in yellow.

Then, the administrator clicks the 'Access to Contact Types' tab.  The tab is located in the middle of the window. 

After the tab has been clicked, select the 'Contact Category' from the list.  The list is located on the left of the tab.  In the example, the 'Standard' contact category is selected.  It is highlighted in blue.

The administrator clicks the check box in the column labelled, 'Can view Invoices' in the 'Client' row.

Below is a close-up view of the 'Access to Contact Types' tab after the check box is checked.

The final step is to save the changes made.  Click the 'Save' button.  After the changes have been saved, Janet Taylor may view invoices for the contact type, 'Client'.  

How do users view invoices of a contact type?  Users who have the right to view invoices, have an additional button available in the 'Contacts' window. 

In the next slide, Janet Taylor clicks the 'Contacts' menu bar selection.  She wants to view an invoice of a contact type of 'Client.'

After the 'Contacts' window opened, Janet has selected the 'Client' called, 'JP Restaurants inc.'  

Below is a slide illustrating the 'Contacts' window.  Click the client row to view the Contact 'Card' for the client.

Janet can view the contact's information with the Contact 'Card' open.  Janet also can open another window to view the invoices for the contact that were entered, issued and paid.  She clicks the, 'Show Invoices List' button to view the invoices.

The contact card for 'JP Restaurants Inc' is shown in the next slide.  The 'Show Invoice List' button is located near the bottom right corner of the window.

In the final slide, the 'Show Invoice List' window is shown.  Janet Taylor clicked the 'Show Invoices List' button located on the Contact card to open the window. 

Janet is not permitted to view invoices that have been issued to other contact types, like 'Suppliers' or 'Contractors'.  This is done for security reasons.

Unlike Janet Taylor, some users can be given additional rights to view invoices  to more than one contact type.  

A team may send invoices to several contact types. A user may been given the right to view invoices issued to none, one or more of these contact types.  

To give a user the right to view invoices to additional contact types, simply repeat the steps above.  

All rights are set by the administrator.  To read more about the administrator, click on 'What is a team administrator?'

Related topics:

The right to 'view' invoices does not automatically include the right to 'enter' invoices. To learn more about users' rights to 'enter' invoices, read, 'Who can enter Invoices?'

Return to Accounting - Table of Contents.