There is a great significance in Procountor's invoice statuses. They dictate when an invoice can be modified and how invoices appear in reporting. The process of sales invoice and order statuses are discussed in this article.
Sales invoice statuses
Status descriptions
Not saved
- The receipt is in status not saved until it is saved for the first time.
Unfinished
- An unfinished sales invoice can be complemented and changed, and it can be invalidated.
- Payments cannot be allocated to an unfinished sales invoice.
- An unfinished sales invoice cannot be sent, and it cannot be included in reports according to the Accounting Act or in the monthly VAT return.
- It can be selected to reports considering all transactions.
Not sent (Approved when the invoice channel is No sending)
- The sales invoice is set to status Approved, if its invoice channel is No sending and the invoice is approved.
- Invoice can be changed back to status Unfinished through Edit > Change status to unfinished.
- The invoice is considered in the reports according to the Accounting Act and the tax legislation and it affects the profit VAT taxation.
Sent
- An invoice in status Sent can no longer be changed and it cannot be invalidated.
- The accounting and dimensioning pages of the invoice can be updated, i.e. its posting can be changed and dimensioning can be added.
- If there are errors in sent sales invoice the corrections should be made by making a credit invoice and then an other sales invoice.
Partly paid
- A partial payment to the invoice has been updated automatically from the reference payments received from the bank.
- When the invoice is fully paid its status becomes Paid.
- The invoice can be changed manually as Paid if it is necessary. Go to sales invoice Special situations view (Go to > Special situations) and click Add payment transaction button.
- Procountor will automatically suggest the difference of the sales invoice sum and the already paid sum to the Pay field.
Paid
- The payment to the invoice has been updated automatically from the reference payments received from the bank.
- The invoice cannot be edited.
- If the customer has paid too much follow these instructions.
Marked paid
- The invoice has been marked paid through Special situations or Bank statement allocation by the user.
- The marking is made when the invoice has been paid without the reference number by the bank statement, card or cash.
- The status is also used when setting off an invoice and credit invoice or invoice and purchase invoice or when posting an invoice to credit loss.
- If accounts receivables are handled outside Procountor, the invoices also have to be marked as paid elsewhere because otherwise the invoice would remain open.
- You can remove the Paid elsewhere status in the Special situations view by clicking Remove payment transaction.
Invalidated
- The invoice has been created wrongly and is therefore marked as invalidated.
- The invoice has no accounting entry.
- The invoice can be viewed in the system and used for creating a new invoice by copying it from Edit > Copy.
- It can be included in receipt search if the user wants to show invalidated invoices.
Statuses of sales order and tender
Orders are not business transactions and are not included e.g. in VAT reports in any status.
Statuses in chronological order
- Not saved
- Unfinished
- Not sent (if the invoice channel is “Not sending”, status Approved is used)
- Sent
- Invalidated
- Invoiced (copied to sales invoice)
Status descriptions
Not saved
- The receipt is in status not saved until it is saved for the first time.
Unfinished
- An unfinished sales order can be complemented and changed and it can be changed or copied to an invoice.
- An unfinished sales order cannot be sent.
Not sent (Approved, if the invoice channel is No sending)
- A sales order in status Not sent can be complemented and changed, and it can be invalidated and changed or copied to an invoice.
- A sales order in status Not sent can be sent.
Sent
- A sales order in status Sent can be complemented and changed.
- It can be invalidated and it can be changed or copied to an invoice.
Invalidated
- The sales order has been created wrongly or has not lead to a purchase and therefore it is marked as invalidated.
- The invalidated sales order has no accounting entry.
- The sales order can be viewed in the system and used for creating a new sales order or invoice by copying (Edit > Copy).
- It is only included in receipt search if the user wants to show invalidated transactions.
Invoiced
- The sales order has been copied to an invoice.
- It has no accounting and it cannot be edited.