Invoice Statuses
An invoice moves through six statuses. Which one it's in decides whether the invoice and its orders can still be changed, so it's worth knowing what each means.
| Status | Meaning |
|---|---|
| Draft | Not yet issued. The invoice and its orders are unlocked. |
| Open | Issued to the customer and still owed. Locked. |
| Overdue | Open, and the Due Date has passed. Locked. |
| Paid | The balance is exactly zero. Locked. |
| Void | Cancelled. Only possible on an invoice with no payments. |
| Uncollectible | Written off. Only possible on an invoice with no payments. |
Propcart moves an invoice between "Open", "Overdue" and "Paid" for you as its balance and due date change. It never moves an invoice out of "Draft", "Void" or "Uncollectible" on its own.
Draft is the unlocked status
This is the rule that explains most of the behaviour on this page:
No monetary change to an invoice or to any order on it is possible unless the invoice is in "Draft" status. That includes logging, editing and refunding payments, changing discounts and credit card fees, and adding or removing orders.
See Creating an Invoice for what you can change while an invoice is in "Draft".
A Draft invoice stays in Draft, even when it's paid in full
Logging a payment never changes an invoice's status by itself. If you record a full payment against a Draft invoice, the invoice stays in "Draft".
This is deliberate. Moving it to "Paid" would lock the invoice and all of its orders as a side effect of logging a payment, and you would lose the ability to correct that payment.
If a Draft invoice has been paid and you want it to read "Paid", set its Status
to "Open" and save. Propcart will move it straight to "Paid" if the balance is
zero.
Until you do, every order on that invoice still counts as unpaid. That matters if you use Block Unpaid Order Dispatch.
An overpaid invoice does not read Paid
"Paid" means the balance is exactly zero. An invoice that has received more than its total keeps its current status instead.
This is also deliberate. If overpayments read as "Paid", they disappear, and an overpayment is something somebody needs to resolve with a refund, an adjustment or a credit. Once the balance reaches zero, the invoice reads "Paid".
Unlocking an invoice
To change an invoice or its orders after it has been opened, set the Status back
to "Draft". Your payments and your grouped orders both survive this — see
Revising an Invoice.
Void and Uncollectible are the destructive statuses. Voiding an invoice unlinks every order from it, and Propcart will refuse both on an invoice that has payments logged against it.