Configuring Inbox Columns

Abstract

Inbox columns control what information your team sees on each row of the Charted Invoice AI inbox, and in what order. A NetSuite administrator can show or hide any standard column, drag columns into a preferred order, and add custom columns sourced from fields on the invoice, vendor, or purchase order record.

Column configuration is set at the account level and applies to every user of the inbox. This keeps the inbox consistent across your AP team and means the layout only needs to be defined once.

This article guides you through configuring inbox columns in Charted.

Prerequisites

Before you can configure inbox columns, the following prerequisites must be met:

• Administrator Role: You must be logged in as an Administrator (or equivalent full-access role) in NetSuite. Column configuration is available only to administrators; other users see the configured layout but cannot change it.
• New Charted User Interface: Column configuration is available only in the new Charted user interface experience. If you are still using the classic interface, see How do I enable the new Charted user interface experience? before continuing.
• Invoice Automation Enabled: Invoice Automation must be enabled in your Charted account. This setting is found at the top of the Invoice Automation Settings page.

Configuring Inbox Columns

Columns are managed in the Column Configuration section of the Invoice Automation Settings page. Changes apply account-wide as soon as they are saved.

Follow the steps below to configure your inbox columns.

1

Log into NetSuite as an Administrator

You must be in the Administrator role to access column configuration.

2

Navigate to AP Automation Settings

From the NetSuite home screen, navigate to the Charted menu in the center navigation bar, then hover over AP Automation and select Settings:

3

Open the Invoice Automation settings

In the settings menu on the left side of the page, locate the Invoice Automation group and select Settings beneath it.

Several sections of this page contain an entry named Settings — including Payment Automation, Accrual Automation, and Developer Tools. Be sure to select the Settings entry listed under the Invoice Automation heading.

4

Select the Inbox Configuration tab

On the Invoice Automation Settings page, select the Inbox Configuration tab, then locate the Column Configuration section:

The section lists every column available in the inbox, in the order it currently appears.

5

Show or hide columns

Use the toggle beside each column to control whether it appears in the inbox. Hidden columns are removed from the inbox for all users; the underlying data is unaffected and the column can be restored at any time.

6

Reorder columns

Drag a column to a new position in the list to change where it appears in the inbox. Columns render left to right in the order shown here.

Place the columns your team acts on most — such as Vendor, Bill Status, and Invoice # — toward the beginning of the order so they remain visible without horizontal scrolling.

7

Add a custom column

To display a field that is not part of the standard column set, add a custom column and select the field you want from the picker. Custom columns can be reordered and hidden exactly like standard columns.

See Custom column sources below for the records available.

8

Save your changes

Scroll to the bottom of the page and click Save. The new layout takes effect for all inbox users.

Column changes are not applied until the Invoice Automation Settings page has been saved.

Custom Column Sources

Custom columns can be sourced from fields on three records:

Source record	Description
Automate OCR Vendor Invoice	Fields on the invoice document record itself, including values extracted by Invoice AI.
Vendor	Fields from the vendor record associated with the invoice — for example, payment terms or vendor category.
Purchase Order	Fields from the purchase order linked to the invoice.

The field picker indicates which record each field comes from, so fields with similar names on different records can be told apart.

Fields that do not exist on the invoice document, vendor, or purchase order record cannot be added as custom columns. If your team needs a column sourced from elsewhere, contact your Charted Customer Success Manager.

If a custom column has no value for a particular invoice, the cell is left empty.

Resetting to Defaults

To discard your configuration and return the inbox to its original column set and order, use Reset to Defaults in the Column Configuration section, then save the page. Any custom columns you added are removed from the layout.

Scope and Limitations

Keep the following in mind when planning your column layout:

• Configuration is account-wide. All inbox users see the same columns in the same order. Column configuration is not a per-user setting.
• Applies to the Inbox only. The configured layout applies to the For Review and Processed views of the inbox. It does not apply to the Not Submitted or Not Approved screens.
• Custom columns are for display and sorting. Custom columns can be sorted but cannot be used as inbox filters. To filter the inbox by your own business context, use Inbox Labels instead.

Best Practices

• Configure columns during implementation. Ask your AP team which fields they check most often before your first invoices arrive, so the inbox reflects their workflow from day one.
• Hide what you don't use. A shorter column set eliminates horizontal scrolling and makes the inbox faster to scan. Hidden columns can be restored at any time.
• Order by workflow, not by record. Put the columns your team acts on first, and place reference fields toward the end.
• Use labels for filtering. If you find yourself adding a custom column so the team can isolate a group of invoices, an inbox label is usually the better tool.