Invoice statuses explained
What each e-invoicing, payment and review status means and what you can do in each one.
An invoice carries three independent statuses: where it is in the e-invoicing lifecycle, whether it has been paid, and whether it is under approval. All three appear in the Invoices list and in the invoice header.
E-invoicing status
| Status | Meaning | What you can do |
|---|---|---|
| Draft | Saved, not yet validated or with validation errors | Edit, delete, validate |
| Validated | Passed the PINT AE checks | Edit, request approval, submit |
| Submitted | Sent to Taxilla and accepted by its validation | Wait or Refresh status |
| Delivered | Received by the buyer's access point | Wait or Refresh status |
| Reported | Accepted by the FTA (stored as accepted) | Record payments, send, correct with a note |
| Rejected | Refused by Taxilla, the buyer or the FTA | Edit, fix, validate and submit again. Delete only if it was never sent in UAT or Live |
The list chip In transit groups Submitted and Delivered. You do not need to keep an invoice open while it is in transit: Alya Books checks Taxilla in the background (every 5 minutes at first, then less often), moves the status on and notifies you when it is reported or rejected. After 7 days without a final answer the automatic checks stop and you get a notification; Refresh status still works.
Payment status
Shown for issued invoices only; drafts, rejected invoices and credit notes show a dash.
| Status | Meaning |
|---|---|
| Unpaid | No payment recorded |
| Partially paid | Payments cover part of the total |
| Paid | Payments equal the total |
| Overpaid | Payments exceed the total |
| Overdue | Due date has passed and the invoice is not paid (shown instead of Unpaid or Partially paid) |
Review status
| Status | Meaning |
|---|---|
| Pending | An approval request is waiting; submission is blocked |
| Approved | All approval levels agreed |
| Declined | An approver refused; submission is blocked until a new request is approved |
Good to know:
- From Submitted onwards the document is locked: lines, amounts and parties cannot change. Housekeeping such as category, archive, payments and custom fields still works.
- Only Draft and Rejected invoices can be deleted, and only by owners, admins or members with the "delete invoices" permission. An invoice that was sent to Taxilla in UAT or Live mode cannot be deleted, even after a rejection: the XML that was sent and Taxilla's responses are kept as a legal record. Correct it and submit again, or issue a credit note. Invoices sent only in Test mode can still be deleted.
- A rejected invoice becomes editable again. Fix it, run Validate & save and submit; a new attempt is recorded.
- Reset test submission undoes a test-mode submission and returns the invoice to Validated.
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