Manage invoice statuses

To manage the status of an invoice, you must have previously created and sent it. Once the invoice has been sent, you have two ways to manage the status:

Issued invoices

You can control the status of the invoices you have sent from B2Brouter in two different ways:

Receive status change

If the network through which you send the invoice allows it and your customer sends you the notification, B2Brouter shows you the updated status of each invoice. Here you can see how to check invoice status. In this case you don’t have to do anything, as the porter automatically updates every change that occurs.

Modify the status manually

You can change the status of an invoice manually. To do this, go to the Invoices section and then Commercial invoices or Tickets via the options on the top left, depending on what type of invoice you want to manage. Then open the invoice by clicking on the invoice number:

• Click on the box indicating the status of the invoice, located at the top left.
• A drop-down menu opens with several options.
• Select the option you want to use. These can be Sent, Accepted, Refused, Collected or Closed. If the contact has the sending method Download document, you see Downloaded instead of Sent.

It is not advisable to modify the status of invoices issued manually, when you are sending them through networks such as the General Entry Points (FACe, eFACT, FACeB2B) or Peppol, because in these cases it is an automatic process.

If the invoice is not issued yet

While the invoice is a draft, the status box only shows the status and does not open a drop-down menu. The Create collection button does not appear either, so you cannot record a collection or mark the invoice as collected.

The same applies to an invoice that you issued and then edited: it shows the label Modified and is a draft again. You must issue it again.

Issue an invoice without sending it to the customer

If you want to issue an invoice to change its status or record its collection, but you do not want the customer to receive anything:

1. Open the contact and, in Invoice sending method, select Download document.
2. Open the invoice. The main button becomes Issue and download, instead of Issue and send.
3. Click it. The invoice is issued and its file is generated, with no email and no network.
4. You can now change the status (you see Downloaded) and record the collection.
5. Set the contact back to its usual sending method, so that the next invoices reach the customer.

The sending method decides the channel, and the format decides the file. If you need the signed FacturaE file, for example to upload it yourself to the customer’s platform, also select a FacturaE format on the contact before you issue the invoice. If not, you get the file in the format that the contact has, for example a PDF.

Received invoices

If you receive invoices with B2Brouter you can also send status changes of received invoices to your suppliers. Here you can see how to manage the statuses of the received invoices