The Paid/Not Paid feature is available in the Invoiced Scoreboard while the Paysheet is in Drafting status. It allows users to control which invoice items are marked as paid or not paid, and filter the view accordingly.
Responsive Toolbar
The feature includes a responsive toolbar with three button groups:
- $ - Show Only Paid Lines
- Check - Edit What is Payable
- X - Show Was Not Paid
$ - Show Only Paid Lines
$ - Show Only Paid Lines - This is the default view and shows all items currently marked as Paid.
Check - Edit What is Payable
Check - Edit What is Payable - Use to view all invoice items.
In this mode, the Paid/Not Paid button groups are available on the Line # column.
- By default, items are marked as Paid (check).
- Users can click the (x) to mark an item as Not Paid.
X - Show Was Not Paid
X - Show Was Not Paid - Filters the invoice to show only items marked as Not Paid.
- Users can also use the Paid/Not Paid button groups on the line to revert items back to Paid if needed.
Invoice Scoreboard Total
When an item is marked as Not Paid, the invoice total in the Scoreboard updates to reflect the new invoice amount based on the items marked as Not Paid. Likewise, if an item is reverted back to Paid (check), the invoice total updates again to reflect the full amount.
Access & Edits
Paid/Not Paid controls are functional only on Drafting paysheets assigned to you.
On Drafting paysheets not assigned to you, the responsive toolbar still appears and can be used to filter the grid, but the line level check/X buttons are disabled and cannot be used to make edits.
Light Red Line Item Highlights
Items marked as Not Paid are highlighted in light red to make them easy to distinguish from paid items.
Partial Invoices
A partial invoice occurs when only part of a purchase order (PO) is invoiced and processed for payment, while the remaining balance is left open for future processing.
What Happens During Drafting
While in the Drafting stage, users can mark one or more items as “Not Paid.” This indicates that only part of the invoice will be processed.
If there are no variances
- The finalized portion of the invoice (without variance) continues through the normal process.
- The remaining balance (items marked as Not Paid) is sent back to the Three Way Match scoreboard under the same PO.
- This allows the remaining items to be reviewed and processed later.
If there are variances
- The finalized draft (with variances) moves to the Variance Detected status and appears in the Variance scoreboard.
- The remaining balance (unpaid portion) is still sent back to the Three Way Match scoreboard.
- This ensures both the variance and the remaining items are handled separately.
Remaining Balance in Three Way Match
When an invoice is only partially processed, the system automatically sends the remaining amount back to Three Way Match so it can:
- Be matched against future receipts or updates
- Be invoiced at a later time
- Continue through the standard matching and approval workflow
Redrafting a Paysheet (Preserve Draft)
If a user chooses to redraft a paysheet and selects the option to preserve the draft, the document is moved back into the Drafting stage for updates.
- The paysheet is removed from its current status (for example, Variance Detected) and returned to Drafting.
- It will no longer appear in the Variance scoreboard.
- Any remaining balance that was previously sent to the Three Way Match scoreboard is removed.
- The document is consolidated back into its original PO draft, allowing the user to make updates and reprocess it as needed.