Sales invoices - Flag an invoice as 'in dispute / query'
Ability to flag an invoice when it’s in dispute or query.
Purpose: To ensure users do not pay an invoice when it is currently 'under query/dispute' in error.
We appreciate all the feedback received through this idea, everyone. Taking on board all your comments there are two sides of the fence when looking at flagging an invoice as 'in dispute' - Looking at the ability to flag a bill/supplier invoice as 'in dispute', versus the ability to flag a customer invoice as 'in dispute'.
It'd be good to get understanding of the interest in each individually so we've started a new idea for bills that you can add your support for.
But to give clarity, currently we do not have plans for developing a flag for bills, or sales invoices.
For those looking for this feature in sales invoice although not specific to each invoice, you may be able to make use of Credit Limits - Find out more and explore how to set up a limit for your customers through Xero Central.
We'll continue to track the interest for each of these areas moving forward and communicate any change for these ideas on each respectively. Thanks
Greer Williams commented
The ability to put a flag or star next to a bill within the 'Bills to Pay' list would be so helpful!!
My ideal time for use would be when I'm awaiting a credit note to come in for the invoice - the bill needs to be entered, but I don't want to pay it when it becomes due as I'm waiting for the credit note to arrive. If the credit note isn't here when the bills is due, then it's time for me to follow up with the supplier!
As so many others have said - why isn't this feature already here!? A simple 'flag this invoice' button with an optional notes section is all that's required (in my opinion, anyway). Given the complexity of Xero I feel like this addition would not be that hard... but I don't do software development so what would I know 😂🤷♀️
Emma Rosenblatt (Accounts) commented
Clearly, we want both bills and invoices to have this feature. I'm not sure how 352 votes for invoices and 655 votes for bills doesn't communicate that.
Please update us on the status of this idea.
Sally Stubbs commented
I would use this feature - it would make credit control very helpful.... thinking about the 'other uses' - I have customers who pay by instalments on a direct debit or payment plan, or who have contacted us to say they will pay but we agree a delay for any reason (like waiting for a HMRC / tax / CIS refund) so I would like to mark invoices that are paused. Then I could use the automated reminders to chase invoices 'not - paused' so the functionality could extend from invoices in dispute to invoices on a payment plan / paused / etc . If WE use the tick box for PAUSE purposes, the effect could then be the same - an invoice we know about. An invoice that does not need chasing. It could therefore be a 'pause' feature for credit control, that would make the function very powerful. You could generate a report of invoices paused, see the total, instalments received and days overdue for example. That would help all purposes, dispute, on an agreed delay, or a payment plan, lay - by, direct debit etc... I presently have 463 of 900 unpaid invoices on a payment agreement or paused. To find those 463 in Xero I have to use a excel spreadsheet and filter them. To send reminders for the the other 437 overdue items I need to open each one individually and use an email template to chase. This puts the power of this function into perspective.
Scott Wilson commented
Its an obvious change to all business's as a reminder to not chase, chase a resolution internally or advise other staff to leave alone
This avoids immense embarrassment and/or potential customer loss
Helen Simmonds commented
Thank you - can you at least make it so that the sales invoice can be rolled back to draft status?
Once approved, it moves into the monthly management and credit control operations, when actually, all I want to do is keep a draft copy to edit later but which I inadvertedly approved by mistake.
jim Alexander commented
I'm the developer/director of a tool called InBill.
What you're asking for here is one of the many features of the software; I'd love to hear more about your requirements and give you a demo.
Hope to hear from you soon.
Heather Heward commented
I agree with Sara and with all the other comments.
Can I ask why, on every issue I have with Xero, the feedback from Xero is 'we have no plans to do this'...?
Disputed invoices/more refined access levels for staff/holiday management starting at financial year not calendar year/etc are essential areas in any accountancy software. If this lack of response continues I am seriously thinking of taking my business elsewhere.....
Sara Martin commented
as far as putting bills in query so they don't get paid in error this is vital. i agree with everyone else that tarting up the way it looks is irrelevant and a complete waste of time when critical functionality is missing.
you keep splitting these threads and then putting them back together again....is this a way of dividing the votes so you don't have to deal with the fact that everyone wants this.......
why are there still no plans to fix this when so many have issue with it. please answer as to how many votes it needs to be considered or are we actually wasting our time on this?
Lucy Barker commented
Completely agree with the comments below - this is a basic vital function that should be included urgently. It seems crazy that you can't put invoices or Bills on hold!
Farida Rodrigues commented
Every accounting basic functionality that should have been included from the beginning it is critical to allow the costs to appear in the accounts, but there be no risk of paying the bill by mistake which would remove all leverage. Not having the function to put the disputed invoice on hold has cost us lot as the disputed invoice gets picked up for payment in error. So, I am fully in support of this feature for Bills, and hope it gets put into the planned improvements sooner than later.
Rachel Rook commented
Basic functionality that should have been included from the beginning, along with the ability to view supplier totals when making batch payments to ensure the correct amount is paid at EOM. HURRY UP and get the basics right!
Peter Miles commented
I am not interested in flagging sales invoices in dispute, this can easily be done in the comments/notes, and should be well known by the person/dept for Credit Control.
However, for bills it is critical to allow the costs to appear in the accounts, but there be no risk of paying the bill by mistake which would remove all leverage.
So i am fully in support of tis feature for Bills, and hope it gets put into the planned improvements.
Jan Campbell commented
There are comments on this request almost daily Xero - Is anyone looking into this request? How abut a response?
kirsty bolderson commented
this is needed asap
Accounts Giles commented
Ability to flag an account to categories such as 'on hold' 'pay on order' 'direct debit' 'credit account' 'do not use' with the possibility for users to add their own.
For us it would be useful to add one to say 'project open' and have personalised ones for specific contracts so that we know what stages of a job clients are on and what suppliers to use when.
Barbara Fusco commented
Yes please, this is much needed! And also the possibility to exclude the bill from the aged payables report (so a filter would be needed there too!).
Tisha Barnes commented
This is an essential function. We need to be able to keep track of bills which are in dispute. Not having this facility means that we are relying on other systems to keep track of this which defeats the object!!
Emma Rosenblatt (Accounts) commented
Credit limits does not solve this idea. And the idea of flagging a bill or invoice in dispute are them same concepts, just for bills and invoices. Invoices may need to be put in dispute because the customer has an issue and the invoice may be revised or have a price negotiation of some sort. And bills require a the ability to be flagged as 'in dispute' because we have an issue with what we have been billed for. Essentially the exact same idea but for bills and invoices.
Some may not use the feature, but there are many votes and many comments that indicated a large amount of businesses would indeed see the benefit of having this idea met with a solution.
LEEAN MILLARD commented
We have other staff in accounts payable now. Not being able to flag a payable invoice is just - waiting for it to be paid by said other staff, who are unaware of which & why the invoices are disputed.
Gillian Wright commented
Sage allows you to do this and put notes, it really is one that I need at the moment I have to have a seperate spreadsheet for my disputed invoices - not great for payment runs!