Understanding purchase statuses

Every supplier invoice and expense report has a status that defines its position in the processing workflow. This guide explains the possible transitions and available actions at each stage.

Supplier invoice statuses

Status	Description	Accounting entry	Available actions
RECEIVED	Recorded, not yet validated	None	Edit, Delete, Validate
VALIDATED	ACH entry created, awaiting payment	Created (6xxx + 44320 / 401xxx)	Record payment, Cancel
AWAITING PAYMENT	Validated, due date not passed	Created	Record partial payment, Follow up supplier
PARTIALLY PAID	Partial payment made	Partial payment recorded	Record balance
PAID	Fully settled, complete matching	Complete	Export, Archive
CANCELLED	Cancelled (entry error)	Reversal if validated	View reversal entry

Supplier invoice lifecycle

RECEIVED ──→ VALIDATED ──→ AWAITING ──→ PARTIALLY PAID ──→ PAID
   │                          │
   └──→ (deleted)              └──→ CANCELLED (automatic reversal)

Tip

A RECEIVED invoice not yet validated has no accounting impact. The liability to the supplier is only recorded upon validation.

Expense report statuses

Status	Description	Accounting entry	Available actions
DRAFT	Being entered by the employee	None	Edit, Delete, Submit
SUBMITTED	Awaiting approval	None	Approve, Reject (ACCOUNTANT/ADMIN)
APPROVED	Validated, awaiting reimbursement	Created (6xxx / 421xxx)	Record reimbursement
REJECTED	Refused with reason	None	Correct and resubmit
REIMBURSED	Payment made to employee	Complete (421xxx settled)	Export, Archive

Expense report lifecycle

DRAFT ──→ SUBMITTED ──→ APPROVED ──→ REIMBURSED
               │
               └──→ REJECTED ──→ (correction) ──→ SUBMITTED (resubmission)

Allowed transitions — business rules

Supplier invoices

From	To	Condition
RECEIVED	VALIDATED	Click “Validate” — creates ACH entry
RECEIVED	Deleted	Before validation only
VALIDATED	PARTIALLY PAID	Record a partial payment
VALIDATED / PARTIAL	PAID	Record balance (complete 401xxx matching)
VALIDATED	CANCELLED	Issue a reversal (replaces supplier credit note)

Expense reports

From	To	Condition
DRAFT	SUBMITTED	Employee clicks “Submit”
SUBMITTED	APPROVED	ACCOUNTANT/ADMIN approves — creates 6xxx / 421xxx entry
SUBMITTED	REJECTED	ACCOUNTANT/ADMIN rejects with mandatory reason
REJECTED	DRAFT	Employee accesses the report for correction
APPROVED	REIMBURSED	ACCOUNTANT/ADMIN records reimbursement — settles 421xxx

Actions by status — summary tables

Supplier invoices

Action	RECEIVED	VALIDATED	PARTIAL	PAID	CANCELLED
Edit	✓	—	—	—	—
Delete	✓	—	—	—	—
Validate	✓	—	—	—	—
Record payment	—	✓	✓	—	—
Cancel (reversal)	—	✓	✓	—	—
Export PDF	✓	✓	✓	✓	✓

Expense reports

Action	DRAFT	SUBMITTED	APPROVED	REJECTED	REIMBURSED
Edit	✓	—	—	—	—
Submit	✓	—	—	—	—
Approve	—	✓	—	—	—
Reject	—	✓	—	—	—
Reimburse	—	—	✓	—	—
Correct	—	—	—	✓	—
Export	✓	✓	✓	✓	✓

Accounting impact per transition

Supplier invoices

| Transition | Entry created | |-----------|--------------| | RECEIVED → VALIDATED | Debit 6xxx + Debit 44320 / Credit 401xxx | | VALIDATED → PAID | Debit 401xxx / Credit 52xxx (bank) or 57xxx (cash) | | VALIDATED → CANCELLED | Reversal: Credit 6xxx + Credit 44320 / Debit 401xxx |

Expense reports

| Transition | Entry created | |-----------|--------------| | SUBMITTED → APPROVED | Debit 6xxx (by category) / Credit 421xxx employee | | APPROVED → REIMBURSED | Debit 421xxx employee / Credit 52xxx bank or 57xxx cash |

Caution

A PAID supplier invoice or a REIMBURSED expense report can no longer be modified. In case of an error after validation, contact your accountant for a manual adjustment entry in the journal.

Further reading

• Recording a supplier invoice — complete cycle from entry to payment
• Creating an expense report — submission by the employee
• Approving and reimbursing expense reports — approval and reimbursement from the accountant’s perspective