Invoice States Overview

The Intray system manages invoices through various states that reflect their current status in the processing workflow. Here's an explanation of each possible state:

Draft

  • Default state when a new invoice is created in the system
  • The invoice has been processed and is ready for review
  • Has not yet been posted to Xero accounting system
  • Can be edited and modified as needed
  • Can be archived if you wish to defer dealing with it

Posted

  • Invoice has been successfully submitted to Xero
  • The invoice now exists in your Xero accounting system
  • Changes to the invoice should now be made within Xero
  • Provides traceability between the document in Intray and the record in Xero

Duplicate

  • System has identified this invoice as a duplicate of another invoice
  • This identification typically happens during the Xero posting process
  • Helps prevent double-payment of the same invoice
  • The invoice it duplicates is referenced through the duplicate_of relationship

Archived

  • User has chosen to defer dealing with this invoice
  • Useful for invoices you don't need to process immediately
  • Only invoices in the draft state can be archived
  • Archived invoices are excluded from the default view by the exclude_archived query
  • Can be found later when needed in the archived section

These states help track each invoice's progress through your accounts payable workflow and ensure proper organization of your financial documents.