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Bills - Flag a Bill as 'in dispute / query'

Ability to flag individual bills as in dispute

Purpose | To enable review and ensure the business does not make payment for a bill when it's currently 'under query'

1,466 votes

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AdminXero Team (Admin, Xero) shared this idea  ·   ·  Report…  ·  Admin →
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Accepted  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi community, we acknowledge the strong feelings in this idea and why you need a feature to flag bills directly within Xero. We really appreciate all your feedback and the detailed explanations of how this would help streamline your accounts payable.

We are dedicated to providing a solution for this over the longer term, but this will take some time requiring changes that sit beneath the face of bills.

In lieu of a direct feature for this we wanted to highlight some of the options discussed by the community here:

  • Add a note to the bill: A detailed note on the bill itself can serve as a clear internal reminder of the dispute.
  • Utilise tracking categories: Creating a specific tracking category like "Disputed Bills" can help you filter and report on these items.
  • Adjust the due date: Temporarily extending the due date can prevent accidental payment while the dispute is being resolved.
  • Update the reference to add a notation such as [reference number] - Do not pay
  • Adjust the planned date to be very far out in the future

We know these options won't fit all needs here, and we are invested in continuing to develop Purchase and more specifically bills in Xero to suit your needs.

We'll continue to provide updates with any progress that steps closer to enabling you to flag bills that are in dispute in Xero. Thank you for continuing to engage and share insights through this idea.

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  • Sara Martin commented  ·   ·  Report

    absolutely critical for me, this is a basic function for any purchase ledger. i don't understand why this isn't an option

  • Paul White commented  ·   ·  Report

    I can't understand why this was raised in 2013 and it still hasn't been developed!

  • Rachel Rook commented  ·   ·  Report

    Been waiting a while on this one, are there any plans to include it in the new update?

  • Lauren Farrell commented  ·   ·  Report

    This is absolutely critical, we have the requirement to use this on a regular basis, and have to do manual amendments to invoice numbers to highlight that they are disputed. Come on Xero!

  • Tracey Don commented  ·   ·  Report

    This is a basic function and critical to any business. Sage has this function and I thought Sage had some catching up to do but at least they have this very simple function.

  • Helen Holloway commented  ·   ·  Report

    Absolutely critical to introduce this feature as a matter of priority. Can't believe that it is that difficult to do.

  • Jill Taylor commented  ·   ·  Report

    This is such a critical option. I can't understand why it never was picked up at inception point of Xero

  • Jim Gooch commented  ·   ·  Report

    I'd go further and say that this needs to operate at Bill level and also at Supplier level.

    Bills. Some people have suggested leaving Bills unapproved as a workaround. The big problem with leaving them unapproved is that they don't then hit the purchase ledger. All bills need to hit the ledger asap but if there is some dispute they need to be flagged to ensure they are not paid until resolved. Our workaround is to post them to correct Supplier then move them to a dummy supplier named - "Disputed Items" - and back again when resolved but this is hardly ideal.

    Supplier. When running a Quality Management system a Supplier can become unapproved due to failure to provide essential documentation. In this state it should be impossible to raise a PO against them and/or existing bill payments may be witheld but again there is no flag that can be set to achieve this. Yes you could use "Groups" as a quasi flag but it would only alert those that are alert enough to see it and not physically block the things it should block.

    Come on Xero sort it ASAP.

  • Melanie Sullivan commented  ·   ·  Report

    Paid an invoice I should not have done last month due to this illogical omission by Xero - this really is critical

  • Arnis Veisbergs commented  ·   ·  Report

    @xero we have pushed this up from 57 votes to 127 in a space of a couple of weeks. Can you please action ASAP

  • Stephanie Cartwright commented  ·   ·  Report

    Ability to place an invoice/bill on hold. There are occasions where an invoice has been processed, but it is not to be paid whilst awaiting further information or clarification. It would be very useful to be able to place the invoice on hold during the review process, so that it is not paid until the issues are resolved.

  • Andrew Bennett commented  ·   ·  Report

    I cannot understand why this feature is not available for putting Bills on Hold. Every accounting software package I have used over the last 30 years has had this feature. Come on Xero its not a new thing to do!!!!!

  • Dorcas Rixson commented  ·   ·  Report

    Please XERO, get this request actioned.
    Please comment with an indication of timescale.

  • Arnis Veisbergs commented  ·   ·  Report

    Thanks Jaqui. Let's take this to social media and see if we can get any traction.

  • Jacqui Sanwell commented  ·   ·  Report

    I'm honestly fed up of asking for this and being ignored by Xero - can you get it sorted please?

  • Debbie Bradley commented  ·   ·  Report

    This is so long overdue - please action this urgently - it is every bit as critical as overdue invoices from customers

  • Shahid Islam commented  ·   ·  Report

    Flagging an invoice for payment should be one of the basic features of an accounting system.

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