Chapter 1
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_ofrelationship
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_archivedquery - 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.