Understand purchase invoice statuses
A purchase invoice (shown in the app as a Supplier Invoice) has a short, simple life. This guide explains its three statuses and the payment indicators you see once a bill is issued.
The statuses
| Status | What it means | Affects your accounts? |
|---|---|---|
| Draft | Being prepared. Freely editable or deletable, no document number yet. | No |
| Issued | Recorded in your books. Locked from editing. | Yes — posted when issued |
| Voided | Cancelled by a reversing entry. A permanent record is kept. | Yes — reversed when voided |
How a bill moves between statuses
stateDiagram-v2
[*] --> Draft: create
Draft --> Issued: Issue (posts to your ledger)
Draft --> [*]: Delete draft
Issued --> Voided: Void (reverses the posting)
Voided --> [*]
- Draft → Issued when you record (issue) the bill. This posts the expense/asset, input VAT and accounts payable.
- Issued → Voided when you void the bill — only possible while nothing has been paid against it.
- A Draft can be deleted outright; an Issued bill cannot — it is voided instead.
Payment indicators on an issued bill
The three statuses above are the whole story for the document itself. Separately, an Issued bill shows a Payment Status worked out from how much you have paid:
- Unpaid — nothing allocated yet.
- Partially Paid — some, but not all, of the balance settled.
- Fully Paid — the balance is cleared.
These indicators change automatically as you record and allocate supplier payments; you never set them by hand, and they do not change the bill's underlying status, which stays Issued.