There may be times where you have an invoice that you do not want to pay, but you also do not want to delete. Inn-Flow gives you a few options depending on your situation.
Understanding Your Options
Option | What It Does | When to Use |
Archive ($0.00 Entry) | Enters the invoice at $0.00 and marks it as paid to remove it from the AP workflow entirely. | You will never pay this invoice, but you want to keep a record of the invoice number. |
Hold | Keeps the invoice in AP but prevents it from advancing to payment. | You may want to pay it later, or you're waiting on more information. |
Draft | Saves the invoice in an incomplete state in the AP Inbox. | You need to come back and finish entering details before sending to approval. |
Recommended Approach: Archive with a $0.00 Entry
If you are certain you will never pay the invoice, the best approach is to enter it as a $0.00 amount entry posted as a Manual ACH, then Mark as Paid. This removes it from the Accounts Payable workflow completely.
The benefits of this approach:
The Invoice Number is preserved and can be referenced against a vendor statement.
If someone tries to re-enter the same invoice number for that vendor, Inn-Flow will block the duplicate.
Because the invoice is entered as a positive and negative amount to the same chart of account, it will not affect the P&L.
How to Enter a $0.00 Invoice
Navigate to Accounting > Accounts Payable > AP Inbox and select your EHID.
Click Add Draft Invoice and select the Vendor.
Enter the Invoice Number from the original invoice you want to archive.
Set the Type to Manual ACH.
In the line item section, enter the COA (chart of account) and enter a positive amount. Add a second line with the same COA and enter the negative amount so the total equals $0.00.
Toggle Mark as Paid to on.
Click Save Changes, then send through the approval workflow.
[Screenshot: Mark as Paid toggle enabled on the invoice]
IF PRO TIP: Always use the exact invoice number from the vendor's original document. This prevents the invoice from being entered again if the vendor re-sends it. |
How to Place an Invoice on Hold
Navigate to Accounting > AP Inbox.
Enter the Invoice, and Send to Approval.
Navigate to Invoice Approval
Locate the invoice, and click the Triple-dot menu to the right of the invoice.
Select Place on Hold.
On Hold Invoices can be found in the “On Hold” tab of the Invoice Approval page.
How to Add a Draft Invoice
Navigate to Accounting > AP Inbox.
Click Add Draft Invoice > Add New
Enter the Invoice Details, and click Save Changes.
This keeps the Invoice in the AP Inbox in Draft status, until you are ready to process it.