When you receive invoices from suppliers in Banqup, they move through different statuses that help you track their progress from receipt to payment. Understanding these statuses helps you manage your accounts payable efficiently and know exactly what action is needed for each invoice.
Types of statuses in Banqup
Banqup tracks three different types of statuses for each purchase invoice:
General status: The main status that shows what's most important about the invoice right now.
Document status: Whether the invoice data is correct and validated.
Payment status: Whether the invoice has been paid.
The general status is what you'll see most often. It combines information from the other two to show you the most relevant status for taking action.
General statuses
These are the main statuses you'll see for your purchase invoices:
Awaiting validation
All invoices uploaded to Banqup will be marked as "Awaiting validation". This means you need to validate the data of the invoice. → More info here.
What to do: Check if all key data is filled in and correct before the invoice can move forward.
Unpaid
The invoice has been validated but hasn't been paid yet. This is the normal status for invoices that are ready for payment.
What to do: Pay the invoice or schedule it if not yet due.
Partially paid
You've made a partial payment but still owe some money on this invoice.
What to do: Pay the remaining balance.
Fully paid
Excellent! You've paid this invoice in full.
What to do: No action needed.
Disputed
You've marked the invoice as "refused" and selected "dispute" as the reason. It will remain in this status unless you mark it as resolved.
What to do: Contact your supplier to resolve the dispute. You can then mark it as resolved or paid, or proceed to the payment. The invoice will then move back to its payment status.
Refused
You've marked the invoice as "refused". It will remain in this status unless you mark it as resolved.
What to do: Work with your supplier to either correct the invoice or cancel it entirely.
Document statuses
These statuses focus on the invoice data and validation process:
Awaiting validation: Invoice awaiting data validation by a user.
Validated: Validated and ready to process.
Invalid: Failed validation and needs correction.
Fully approved: The invoice has been reviewed and approved by the appropriate people in your organisation and is ready for payment.
Refused: Your organisation has declined this invoice for business reasons.
Disputed: The invoice has been flagged for discussion with the supplier due to questions or concerns about its accuracy.
Payment statuses
These track the payment progress:
Unpaid: No payment has been made yet.
Partially paid: Some payment made, balance remaining.
Fully paid: Complete payment received by the supplier.
How statuses work together
The general status combines information from all other statuses to show you what's most important. For example:
If an invoice is "Fully approved" but "Unpaid", the general status will be "Unpaid".
If an invoice is "Disputed" and "Fully paid", the general status will be "Disputed" because the document issue needs attention even though payment is complete.
The general status determines which actions you can take on an invoice, making it easier to know your next steps.
FAQ
What's the difference between "Disputed" and "Refused"?
"Disputed" means you have questions that need discussion with your supplier before deciding. "Refused" means you've made a final decision not to pay the invoice.
Can an invoice go from "Refused" back to "Unpaid"?
Yes, if you and your supplier resolve the issues and agree on payment, you can mark the invoice as "resolved". The status will change back to "Unpaid."
Why is my invoice stuck in "Awaiting validation"?
Because you still need to validate the data of the invoice. Check that all fields of the invoice are filled correctly. → Read more here.
Can I manually change an invoice status?
You can update some statuses with actions you take (like marking an invoice as paid or refusing it). Others are automatically set by the system (like when you pay an invoice).