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Intake Field Reference
This page lists every field on the Invoice Inbox form in PayInvoice Next with its purpose and usage.
Header Fields
| Field | Required | Description |
|---|---|---|
| Series | Yes | Auto-generated numbering series for Invoice Inbox records (format: INB-.YYYY.-). |
| Tracking Number | Read-only | Unique identifier assigned automatically when the record is created. Use this to track the invoice through every processing stage. |
| Source Channel | Yes | How the invoice arrived. Options: Email, API, Portal, Batch, Portal Upload, GSTR-2B, Manual Upload, Digital Mailroom. Defaults to "Manual Upload". |
| Source Reference | No | Reference from the source system — for example, the email message ID or API request ID. |
| Batch Reference | Read-only | If this invoice was part of a batch upload, this links to the IPU Batch record. |
| External Reference | No | A reference provided by the supplier or external system (e.g., the supplier's own invoice number). Useful for searching. |
| Status | Read-only | Current processing stage. See the Status Values table below. |
| Company | No | Your company. Auto-selected in single-company setups. |
| Received On | Read-only | Date and time the invoice was received. Set automatically. |
Status Values
| Status | Meaning |
|---|---|
| Pending | Invoice received, not yet sent for data extraction. |
| OCR Processing | Data extraction is in progress. The page auto-refreshes while in this state. |
| OCR Completed | Extraction successful. The invoice is ready for IPU record creation. |
| OCR Failed | Extraction encountered an error. Check the Error Details section for the reason. |
| Pending PDF | Used for Digital Mailroom records where e-invoice data arrived before the PDF. Waiting for PDF attachment. |
| Processed | IPU record has been created. The invoice has moved to the matching stage. |
| Duplicate | The system detected this invoice has already been submitted. |
| Rejected | The invoice was rejected during processing. Check Error Details for the reason. |
Invoice File Section
| Field | Required | Description |
|---|---|---|
| Invoice File | Conditional | The uploaded invoice document (PDF, JPEG, or PNG). Required for all channels except Digital Mailroom. |
| File Name | Read-only | Name of the attached file. |
| File Type | Read-only | Format of the attached file (e.g., application/pdf). |
| File Size (bytes) | Read-only | Size of the attached file in bytes. |
Sender Information Section
These fields are populated automatically for email-sourced invoices. Hidden for other channels.
| Field | Description |
|---|---|
| Sender Email | Email address from which the invoice was sent. |
| Sender Name | Name of the sender as it appeared in the email. |
| Email Subject | Subject line of the source email. |
| Email Received Date | Date and time the email was received by the mail server. |
OCR Processing Section
| Field | Description |
|---|---|
| OCR Request ID | Internal identifier linking this record to the OCR processing request. |
| OCR Started At | Timestamp when data extraction began. |
| OCR Completed At | Timestamp when data extraction finished. |
| OCR Retry Count | Number of times OCR has been attempted on this record. Increments on each retry. |
| OCR Confidence | Percentage (0–100%) indicating the OCR engine's confidence in the extracted data. Higher values mean more reliable extraction. |
Error Details Section
Visible when the status is "OCR Failed", "Rejected", or when an OCR warning exists.
| Field | Description |
|---|---|
| Error Message | Description of what went wrong during processing. |
| OCR Warning | Non-fatal warning from the OCR engine (e.g., low confidence on certain fields). |
Compliance Status Section
| Field | Description |
|---|---|
| Compliance Status | Overall compliance check result. Options: Not Started, Pending, Validating, Compliant, Non-Compliant, Manual Review. |
| Compliance Risk Level | Risk rating based on compliance checks. Options: Low, Medium, High, Critical. |
| Compliance Score | Percentage score from compliance validation. |
Supplier Matching Section
| Field | Description |
|---|---|
| Supplier Matched | Whether the system successfully identified the supplier (Yes/No). |
| Supplier Match Method | How the supplier was identified. Options: GSTIN, PAN, Email, Name, Manual. |
| Supplier Match Confidence | Percentage confidence in the supplier match. GSTIN matches typically have the highest confidence. |
GST Validation Section
| Field | Description |
|---|---|
| GSTIN Validated | Whether the supplier's GSTIN was verified against the GST portal. |
| GSTIN Validation Status | Result of GSTIN verification. Options: Active, Suspended, Cancelled, Not Found, Error. |
| IRN Number | Invoice Reference Number from e-invoice data (if available). |
| IRN Verified | Whether the IRN was verified against the e-invoice portal. |
Matching Section
| Field | Description |
|---|---|
| Match Status | Current state of three-way matching. Options: Not Started, In Progress, Matched, Partial Match, Mismatch, Duplicate. |
| Match Score | Overall match percentage from the matching engine. |
| Match Result | Link to the detailed IPU Match Result record (created during matching). |
Processing Links
| Field | Description |
|---|---|
| IPU Reference | Link to the Invoice Processing Unit record created from this inbox entry. Appears after the status changes to "Processed". |
Related Pages
- Invoice Intake Overview — How invoices enter the system
- Submit an Invoice via Email — Email-based submission
- Submit an Invoice via Portal — Manual and portal upload
- Intake FAQ & Troubleshooting — Common errors and solutions