Purchase invoice flow

In Banqup, the purchase invoice lifecycle covers the entire process from receiving an invoice to completing payment. It includes validation, approval, payment, and reconciliation steps to ensure accurate financial tracking.

• Use the Banqup API recipes to integrate the purchase flow.

• Check out the document actions that can be performed on purchase documents.

Happy flow

A happy flow refers to an invoice flow that ends up in full or partial payment. Note that in case of partial payment, a credit note might need to be issued.

Edge cases

Edge cases refer to flows that involve invoice issues that make payment impossible. In some cases, the issues may be resolved and payment becomes possible.

Purchase invoice statuses

General statuses overview

The general status is dynamically calculated based on the document status, payment status, and external approval configuration to reflect the current state of the invoice in a manner that is most relevant to the user (triggering further action).

The hierarchy for the calculated general status in Purchases is as follows:

1. Document issues or review state:
   • If document status is Draft, Validating, Refused, Disputed, Awaiting validation, or Canceled, this status is displayed.
   • If document status is Validated, the displayed status depends on the external approval setting:
     • External Approval OFF: Displays Awaiting approval.
     • External Approval ON: Displays Awaiting external approval.
2. Payment status: If none of the above conditions apply, the payment status (e.g., Unpaid, Fully paid, Payment in transit, Won't be paid) is displayed.

The complete list of calculated general statuses includes:

• Awaiting approval
• Awaiting external approval
• Awaiting validation
• Canceled
• Disputed
• Draft
• Fully paid
• Payment in transit
• Partially paid
• Planned payment
• Refused
• Unpaid
• Validating
• Won't be paid

Note that the general status dictates which actions are available on an invoice.

Document statuses overview

Document statuses indicate the accuracy of the document's data.

Document status	Description	Status code
Draft	The document has been created or imported, but has not been submitted yet.	DRAFT
Awaiting validation	The document is currently undergoing automated checks for format, data accuracy, and regulatory compliance. The user's input might be needed for the system to further process the document.	AWAITING_VALIDATION
Validating	The document is actively being validated by the system.	VALIDATING
Validated	The document is deemed valid and acceptable for further processing.	VALIDATED
Invalid	The file was rejected because it didn't pass platform validations.	INVALID
Awaiting final approval	An intermediate document status indicating that a purchase document has successfully passed initial review by a Purchase Assistant and is pending secondary, final authorization by a Purchase Responsible.	AWAITING_FINAL_APPROVAL
Fully approved	Document has been fully approved by the recipient and can be paid.	FULLY_APPROVED
Refused	The invoice recipient declines the invoice because it is incorrect and cannot be paid as it is. The refusal is a business decision.	REFUSED
Disputed	An invoice can be disputed by the recipient if the invoice is not correct. More communication is needed with the sender to reach an agreement. In the end, the invoice can be refused or approved.	DISPUTED
Canceled	The document has been by the user.	CANCELED

Payment statuses overview

Payment statuses represent the document's stage in the payment process.

Payment status	Description	Status code
Unpaid	The document has not been paid yet. Once a full or partial payment is received, the status will change to Fully paid or Partially paid.	UNPAID
Planned payment	An invoice has been scheduled for payment at a future date.	PLANNED_PAID
Partially paid	A partial payment has been received for the document. Once the remaining amount is paid, the status will change to Fully paid.	PARTIALLY_PAID
Fully paid	The document has been paid in full.	FULLY_PAID
Payment in transit	The payment has been authorized, but it hasn't been finalized yet.	IN_TRANSIT
Won't be paid	The document will not be paid (e.g., due to refusal). If resolved, it can be returned to Unpaid.	WONT_BE_PAID

Document categorization by tab

Documents in the Purchase app are sorted into three categories: In Review, Unpaid, and Paid. Each document is dynamically assigned to a tab based on its document and payments statuses.

Tab	Document status	Payment status
In review	Awaiting validation, Validating, Validated, Disputed, Awaiting final approval	Any
In review	Refused	Unpaid, Partially paid, Planned paid, Payment in transit, Won't be paid
Unpaid	Fully approved	Unpaid, Partially paid, Planned paid, Payment in transit
Paid	Any	Fully paid

See also

• API Recipes
• Sales flow
• Entities and spaces
• Payments