How an invoice's paid status is worked out

An invoice's status is not a field you set. It is a consequence of the payments recorded against the invoice's total.

Payments, not a checkbox

Every payment is its own record: date, amount, method (Check, Wire / ACH or Cash), and a check number or transaction reference. An invoice can carry several. The amount paid is the sum of them, and the balance due is the total minus that sum.

• Unpaid - nothing recorded.
• Partially Paid - something recorded, less than the total.
• Paid - payments reach the total. The date, who paid, the method and the check number shown on the invoice are taken from the last payment.

Mark as Paid is simply a payment for the whole remaining balance. Mark as unpaid deletes every payment. Deleting one payment, or editing the total on Edit Invoice, recomputes the status from what is left.

Statuses that are decisions

Three statuses say something other than what is owed, and are never derived from payments: Review (waiting for a person to approve it), Cancelled, and Duplicate (a second copy of an invoice already on file). An invoice can also be flagged with Mark for Review without changing its status; it then shows on the Review tab as well.

Overdue

Overdue is not a status of its own. An unpaid or partially paid invoice is overdue once its due date has passed: due before today, so an invoice due today is not overdue yet, and one with no due date never is. An invoice flagged for review is not counted overdue until it is approved: it waits on the Review tab. The Overdue tab and its count, the Overdue card, the home screen's overdue alert, the Overdue date chip and the red due date on the detail page all use that rule.

What the total means

The Total is what the vendor says is owed. It is never recalculated. The breakdown beneath it - Subtotal, minus Line discounts, minus Order discount, plus Tax, plus Delivery - is checked against it, and the detail page says when it does not add up. Subtotal is before any discounts, so the line items are expected to add up to the subtotal minus line discounts.

Payments that are refused

A payment is refused, with an explanation, when the same invoice number for the same vendor has already been paid on another invoice, or when Apex cancelled the order behind it. You can confirm the payment anyway; the confirmation is written to the audit log. In a batch the invoice is skipped instead and flagged Possible duplicate; the Needs attention filter finds those.

Due-date reminders

Once a day, one email lists invoices past their due date and invoices due within the next few days (3 by default, set on Notifications under Invoice Due Soon). A separate notification goes out when an invoice becomes Paid.

Where you see this

• Invoices
• Invoice detail
• Record a payment
• Mark an invoice unpaid
• Notifications