Let colleagues signal that a supplier invoice has already been paid — without affecting the accounting.

The Flag as paid feature lets a user mark an invoice as paid even before it has been posted or approved. This gives the person responsible for posting and reconciling a clear signal that the invoice has already left the bank account.

The flag is a message to whoever does the accounting, not an accounting entry. It doesn't post anything, it doesn't touch the invoice's status, and it doesn't move the invoice to Paid. 

What it does do is make the invoice easy to find for the person who finishes the job — and stop it being paid a second time by mistake.

Contents

1. Enable Flag as paid
2. Flag an invoice as paid
3. Find flagged invoices
4. Prevent duplicate payments
5. Remove a flag
6. Good to know

1. Enable Flag as paid

The feature is enabled per company.

Go to Settings → Accounting → Approval Levels → Supplier Invoice and enable Allow flagging invoices as paid before posting.

You have to be a systems administrator or an administrator for accounting to turn on the feature.

2. Flag an invoice as paid

Once the setting is enabled, users who can Save supplier invoices can flag an invoice as paid directly from the invoice.

Click the Flag as paid button in the supplier invoice footer no matter the status of the invoice. You can flag any supplier invoice except invoices that are already fully paid or voided.


 

3. Find flagged invoices

A green Flagged as paid badge is shown next to the invoice's actual status.

Depending on your access rights, you can see the badge in:

• The supplier invoice list
• Payments in process
• Manual Reconciliation
• Banking - Process transactions

A Flagged as paid filter also lets you quickly find all invoices that have been flagged and are waiting to be posted and reconciled.

4. Prevent duplicate payments

A flagged invoice cannot be sent for payment.

This applies to all payment methods, including:

• Payment files
• Open Banking
• Online banking
• Manual payments

If you try to pay a flagged invoice, Briox explains that it cannot be paid.

Flagged invoices are also automatically excluded when selecting multiple invoices for payment.

5. Remove a flag

Changed your mind or flagged the wrong invoice?

Click Remove flag on the invoice for the flag to simply disappear

The flag is also removed automatically as soon as a payment is posted on the invoice, including a partial payment.

6. Good to know

• Flagging does not affect the accounting. No journal entry is created and the invoice follows its normal statuses and lifecycle.
• The actual payment status is unchanged. The flag is only a workflow signal.
• Duplicate payments are prevented. A flagged invoice cannot be sent for payment as part of a payment file or online.
• All actions are logged. Briox records who flagged or unflagged the invoice and when.