New features in PaletteArena 6.3 In April 2016, SLU upgraded its invoice management system PaletteArena (Palette) from version 5.3 to version 6.3. There are no major differences between the two versions, and invoice management will work the same in the new version. However, you will notice some new features, and they are described in this document.

Important – check this before you log on If you have browsing history saved in your web browser, you may need to delete it. If you don’t, you may have problems entering comments for invoices. How to delete browsing history in different web browsers are described in the annex at the end of this document. N.B! If your user code is usually visible when logging on to Palette you must take note of this before you delete the history, since the user code won’t be visible in the field after cleansing. Your user code consists of three digits + three letters, e.g. 123ABC.

New colour scheme Palette 6.3 has a new colour scheme called Moon. In earlier versions, you could choose between different colour schemes but this will no longer be possible.

Roles Role names may not contain hyphens Due to a bug in Palette 6.3, role names can no longer contain hyphens. Where necessary, we have removed the hyphens from role names. A role name called 984 Ekavd Britt-Marie has for example been renamed 984 Ekavd BrittMarie. Roles on logon If a user has several roles, the one used most recently is preselected when you log on.

My invoices Comments in the invoice inbox In the inbox, there is a new column where you can see the most recent comments.

New inbox button – Match to order

It is now easier to match an order from the inbox. Select the invoices you wish to match and click the button.

If the order number for a selected invoice changes colour, this means the match has been done:    

Green = Matched in full, within approved limits. Yellow = Delivery confirmation is missing. Orange = Price variance detected. Dark red = No order found.

NB: Even if the invoice status is matched in full, you are responsible for checking that everything has been entered correctly and according to procedure.

Comments on the invoice screen The plus sign used to create a new comment is now always visible at the top. This saves you having to scroll if there are several comments. When you add a new comment, type directly in the comments field. In the previous version, you typed your comment in a dialogue box. Mozilla Firefox users will probably find the comments field to be too narrow, and you won’t be able to see the browse button used to attach files when you add comments. To see the browse button, you must adjust the height of the comments field. For instructions on how to do this, please refer to the eguide http://guider.nu/slu/501.guide. Make sure you save the setting so you only have to do this once. Adjusting frame height and width on the detailed invoice screen The frames around the information on the detailed invoice screen, e.g. Flow and Comments, may not resize properly when you adjust their size. This is a known bug in Palette 6.3. When adjusting the width, make sure you click the frame at the top or bottom. When adjusting the height of the comments field, make sure you click the frame on the far right (right next to the scroll bar). To adjust the height of the other frames, you can click the frame anywhere. If your frames don’t resize properly, please refer to the e-guide http://guider.nu/slu/501.guide for detailed information on how to fix this. In the same e-guide, you will also find instructions on how to save frame sizes. Flow – new functions for deleting all roles in a flow When you click Edit flow, you will find a new icon (at the bottom of the flow list) which you click to delete all roles in the flow with the status Inbound:

Send for info Any information you enter in the Message field in the Send for info dialogue box will also be saved in the comments field. Forwarding invoices to the role supervisor The function that forwards invoices to the role supervisor now takes public holidays into account.

New look for recently added e-invoices in svefaktura format All new e-invoices in svefaktura format will get a new look, which is hopefully clearer than the old one. Existing invoices will be shown in the old format.

Printouts When you want to print an invoice, you can choose to add it to a printbox and print it later. Select Add print job to My Printbox. You can see the contents of your printbox by selecting My Printbox under Administration in the Reports menu. This is useful when you want to print several invoices as it takes time to display each individual invoice.

Reminder emails No reminders will be sent during public holidays.

Reports Structure – reports are divided by module Reports are now divided by module (Requisition/purchase, Invoice and Administration). Calendar The date fields now have a calendar function to allow you to pick a date using a dialogue box instead of entering it manually. Save selections template – save your favourites You can now save your favourite selections in reports. Make you selection, click Save and name the selection template. Next time you open the report, your selection will be available in the template list.

Special characters in searches You can now use additional special characters when searching in reports to narrow down your search. ! – Selection field has a value (is not NULL) ? – Selection field has no value (is NULL) # – Selection field must be different from the value entered. You can still use asterisks (*) to find everything that starts and/or ends with the value you enter (e.g.”Länsstyrelsen*” in the supplier field if you wish to search for all suppliers with names starting with”Länsstyrelsen”). Searching with a hyphen When searching for an invoice reference that contains a hyphen, you must put it within quotation marks, e.g. ”2016-03”. If you don’t add the quotation marks, Palette will interpret this example as 2016 to 03. Show Invoice report 

Selection Not approved … - New selection! You can now select invoices which have been marked as “Not approved …”.

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Selection Reinvoiced – This is a bug in Palette 6.3 which is activated if you use the “To be reinvoiced” function when you assign account codes to an invoice and then change the invoice status to”Reinvoicing executed”. If you then search for invoices using the search criterion “Reinvoiced” and enter “Reinvoicing executed” as the value, the invoice will not be displayed.

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Selection Purchase order number – A column for the purchase order number has been added.

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Selection Invoice date – A column for invoice date has been added.

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Active role – A column for active role has been added to the report. The column displays the role which currently has the invoice with the status To be processed. If several roles have the invoice for processing, only the first one will be displayed.

My Printbox report This is a new report which you will find under Administration in the Reports menu. This report lists all invoices you have sent to print, provided you checked Add print job to My Printbox when you sent the invoice to the printer.

Annex 1: Delete your browsing history Delete browsing data from Internet Explorer

Click the cogwheel in the top right corner and select Internet options:

Click the tab General and then the Delete button.

Make sure the boxes below are checked. The first box should not be selected (Preserve Favourites website data). Click Delete:

Click OK

Delete browsing data from Google Chrome

The information below is from Google Chrome’s help page: https://support.google.com/chrome/answer/95582

Delete all your browsing data 1. Open Chrome. 2. In the top right, click the Menu

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3. Click More tools > Clear browsing data. 4. In the dialogue that appears, select the tickboxes for the types of information that you want to remove. 5. Use the menu at the top to select the amount of data that you want to delete. Select beginning of time to delete everything. 6. Click Clear browsing data.

Delete specific items from your browsing data Instead of deleting entire categories of your browsing data, you can pick specific items to delete. Click these links to see more instructions. 

Specific pages from your browsing history

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Specific downloads

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Specific passwords

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Specific cookies and site data

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Specific Autofill entries

Delete browsing data from Mozilla Firefox

The information below is from Mozilla’s support page: https://support.mozilla.org/en-US/kb/deletebrowsing-search-download-history-firefox If you can’t find the menu button described below, please see comments from SLU:s division of financial administration office further down. How do I clear my history? 1. Click the menu button , choose History, and then Clear Recent History…. 2. Select how much history you want to clear: o Click the drop-down menu next to Time range to clear to choose how much of your history Firefox will clear.

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Next, click the arrow next to Details to select exactly what information will get cleared. Your choices are described in the What things are included in my history? section above.

3. Finally, click the Clear Now button. The window will close and the items you've selected will be cleared.

How do I remove a single website from my history? Click the menu button , choose History and then click the Show All History link at the bottom of the list to open the Library window. 2. Search for the website you want to remove from your history by typing its name in the Search History field in the top-right corner and then pressing Enter. 3. Then, in the search results, right-click on the site you want to remove, and select Forget About This Site. All history items (browsing and download history, cookies, cache, active logins, passwords, saved form data, exceptions for cookies, images, pop-ups) for that site will be removed.

4. Finally, close the Library window.

Comments from SLU’s Division of Financial Administration: If you have an older version of Mozilla Firefox, the menu button might not look like the one described above. If you have an orange menu button in the upper left corner you must go to this and choose History, and then Clear Recent History.

Delete browsing data from Safari

The information below is from Apple’s Safari help: http://help.apple.com/safari/mac/9.0/?lang=en#/sfri47acf5d6

Clear your browsing history You can remove all records that Safari keeps of where you’ve browsed during a period of time you choose. If your Mac and your other devices have Safari turned on in iCloud preferences, your browsing history is removed from all of them. Clearing your browsing history in Safari doesn’t clear any browsing histories kept independently by websites you visited. 

Choose History > Clear History, click the pop-up menu, then choose how far back you want your browsing history cleared.

When you clear your history, Safari removes data it saves as a result of your browsing, including:             

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History of webpages you visited The back and forward list for open webpages Top Sites that aren’t marked as permanent Frequently visited site list Recent searches Icons for open webpages Snapshots saved for open webpages List of items you downloaded (downloaded files aren’t removed) Websites added for Quick Website Search Websites that asked to use your location Websites that asked to send you notifications Websites with plug-in content you started by clicking a Safari Power Saver notice Responses to requests to let websites use WebGL