Supplier invoice statuses

A supplier invoice moves through five statuses. The real path is draft → held → matched → posted — a draft that fails the three-way match is held, and approving a held invoice sets it to matched, not posted. Posting is always a separate, later step.

Status	What it means	How it changes
Draft (draft)	Being built — not yet checked against the purchase order and goods receipt.	Starting point for every invoice, credit note and landed cost invoice.
Held (held)	Failed the three-way match — something needs review before it can post.	Set automatically when the match fails at save. From here, someone with the approval permission can approve it, or it can be cancelled.
Matched (matched)	Cleared the three-way match — ready to post.	Set automatically when a draft passes the match cleanly on save, or set when a held invoice is approved. Approving a held invoice moves it to matched, not posted.
Posted (posted)	Finalised — stock and cost have moved, and the invoice can no longer be edited.	Set by posting a matched invoice.
Cancelled (cancelled)	Abandoned before posting.	Only reachable from held.

A draft that fails the match skips straight to held rather than posting; a draft that passes cleanly skips held and goes straight to matched.

Document types

Three document types can be created, from the invoice list or from a posted invoice:

Document type	What it's for
Invoice	A supplier's charge for goods or services.
Credit note	A reduction against what you owe the supplier.
Landed cost invoice	Charges — freight, duty and similar — allocated onto one or more goods receipts.

These three are the only document types you can create. There is no debit note in Yessort.

Why an invoice is held

Reason	Detail
Billed quantity above what's uninvoiced	Guards against over-billing only — a quantity invoiced below what is still uninvoiced never holds an invoice.
Unit price outside the agreed cost's tolerance	Checked in both directions — billed higher or billed lower than agreed both count.
The invoice carries a service line	Holds the invoice regardless of amounts — a service line has nothing physical behind it to match against.

Both the price and quantity tolerances default to zero, so out of the box the match is exact — see supplier record and supplier price list fields for how tolerances are set.

Cancelling

Cancel is only available on a held invoice. On a credit note, Cancel is only available on a draft — the opposite status.