Understand supplier invoice statuses
Each supplier invoice has a payment status, calculated by CAPPS from its balance due and its due date. If your branch has turned it on, approval before payment adds a second state.
Payment statuses
The status appears in the Status column of the Supplier Invoices list and at the top of the Invoice Details window.
| Status | Meaning |
|---|---|
| TO PAY | Nothing has been paid yet and the due date has not passed. |
| PARTIALLY PAID | Part has been paid and an amount remains to be paid. In Invoice Details, the balance is shown next to the status. |
| OVERDUE | Nothing has been paid and the due date (or, if none, the invoice date) has passed. |
| PAID | The balance due is zero: the invoice is settled. |
The status changes by itself: a payment, an allocated credit note or a cancellation recalculates it.
Filter by status
On the Suppliers page, choose a supplier: its invoices appear under Supplier Invoices. The Invoices tab offers the same list, with a search by invoice number, supplier or ICE.
Click one or more chips: To pay, Partially paid, Overdue, Paid.
Refine if needed with the Invoice date, the Due date or More filters (minimum and maximum amount incl. VAT). Clear filters restores the full list.
For the filters, a partially paid invoice whose due date has passed matches both Partially paid and Overdue. The totals under the list (Total incl. VAT, Remaining to pay, Overdue) follow the chosen filters.
Active or archived invoice
The Archive column shows Active or Archived. An archived invoice can no longer be paid: first unarchive it from its window (Unarchive). It still counts in the duplicate check.
Approval before payment
When the approval workflow is active, the Approval before payment panel of each invoice shows one of these states:
| State | What to do |
|---|---|
| Approval not required | Nothing: workflow inactive or amount below the threshold. The invoice can be paid. |
| To submit | Click Submit for approval. |
| Awaiting approval | An approver decides on the pending level, from the Invoices to approve page (Purchasing page) or from the invoice's panel. |
| Approved | The invoice can be paid. |
| Rejected | Correct the invoice, then click Submit again. |
As long as an invoice submitted to the workflow is not approved, CAPPS refuses to pay it: it cannot be selected in the payment window. To Approve or Reject, you need the Approve supplier invoices permission; a rejection requires a comment.
The workflow is set on the Purchasing page, Settings section, with the Purchasing settings permission: approval threshold, one or two levels and approvers. The person who entered an invoice does not approve it themselves as soon as another approver exists.