Invoice Statuses

Introduction

This article outlines invoice statuses and their sequence. It also details how to update invoice statuses using the API.

In this article:

• Invoice Statuses and Processing Flow
• Update Invoice Statuses through API

Invoice Statuses and Processing Flow

Invoices in platform can have multiple statuses:

• New - Initial invoice status which is available to Direct Bill Provider (Direct Seller) or Indirect Provider (Distributor).
• New Corrected - Optional status and will be applied automatically in case Direct Bill Provider or Indirect Provider has applied any manual corrections to invoice.
• Verified - Invoices in status verified become visible to channel partners. 
• Issued - Optional status that can be used for example to mark invoices which have been sent to channel partners.  
• Paid - Optional status in case payment gateway integration e.g., Stripe, is used with AppXite platform.
• Payment Card Error - Optional status in case payment gateway integration e.g., Stripe, is used with AppXite platform and there has been an issue with payment.

Invoice statuses are managed and updated by partner. 

User Access Roles Overview:

Invoice processing flow:

By selecting an invoice and clicking on "Verify", it changes invoice status from “New” to “Verified” under “Outgoing invoice collection”. By doing so, you confirm that the data is valid, and the invoice is ready to be issued to the channel partners. 

Once the invoice status is changed to “Verified”, it can’t be changed back to “New”, nor any further corrections can be done. Invoices in status “Verified” are visible to customers in their respective incoming invoice section. 

It is possible to Verify specific customer invoices, in this case Invoice Status will change to Partially Verified.

By clicking “Issue” on “Verified” invoice the following pop-up box appears.

Changing the invoice status to “Issued” is optional and this status can be used to assist internal process management purposes.

For invoices with status “Issued” you can change the status to “Mark as Paid” which is also optional.

Depending on the invoice status stage described in the steps above – full or partial, you will see it in the outgoing invoices:

Update invoice status through API

You can change invoice statuses via Change Invoice Status API between the following statuses: Verified, Issued, and Paid, Card Payment Error.

When an invoice is in New status, it can be moved to Verified status.

If the "Inherit full chain" option is selected, the verification will automatically apply to the entire chain

(same as "Verify for all partners"), meaning the invoice will be verified for the primary seller and all related partners, including their customers.

However, if the "Inherit full chain" option is not selected, the verification will only apply to the primary seller ( same as "Verify for invoice receiver"), and the seller must separately verify the invoices for their customers

The invoice in Verified status, can be changed via API to Paid. From Paid, the status can then be updated to Issued. However, the user cannot revert an invoice status to New, New Corrected, or Draft.

If a user attempts to change the invoice status from Verified, Issued, Paid, or Card Payment Error to New, New Corrected, or Draft, they will see this message:

"You cannot change the invoice status back to New or New Corrected."

If a user tries to update the invoice status from New or New Corrected to Issued, Paid, or Card Payment Error, they will receive this message:

"You need to change the invoice status to Verified first".

Related Content

• AppXite Platform API Access