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Billing Run and Billing Document Status reference

A Billing Run has its own status, and the Billing Documents under it carry two statuses - the AgriNous status, and a Xero integration status.

This page covers what each one means, what you can and can't do at each stage, and the situations that most often leave a run or document stuck.

Billing Run status

A Billing Run's status is changed from the Status field in the Edit Billing Run window.

Status Meaning You can You can't
Draft The run's normal working state. Edit ledger entries and billing documents, use Re-run to pick up sale changes, change the status. -
Exported Marks that the run has been exported. Adds an "Exported At" date to the run. Everything Draft allows. -
Finished Closed off - nothing under this run can change. View documents and their PDFs. Edit ledger entries, approve or unapprove a document, change a document's status, use Re-run, regenerate a document.
Deleted The run has been deleted. - -

Billing document status

This is the document's own status in AgriNous.

Status Meaning
Draft Not yet reviewed.
Approved Reviewed and ready to send or export.
Sent Emailed to the recipient.
Exporting Export to Xero in progress.
Exported Sent to Xero successfully.
Exported with warning Sent to Xero, but with something worth checking.
Export error The export failed.
Paid Recorded as paid.
Authorised Mirrors Xero's Authorised state.
Needs attention Flagged for manual review.
You're in You can You can't
Draft Edit the document, add a sundry, set a rounding adjustment, select Approve. Send or export it to Xero - it isn't eligible until it's Approved.
Approved Send it to Xero, edit it, select Unapprove. -
Sent / Exporting / Exported / Exported with warning / Export error / Paid / Authorised / Needs attention View it, regenerate its PDF (if the Billing Run isn't Finished), resolve any pending changes. Move it back to Draft with Unapprove - that toggle only works between Draft and Approved.

Anyone with permission can override a document's status directly from the table's right-click Set Status (or Bulk Set Status) menu, regardless of what stage it's normally reached through — this bypasses the usual Approve/Unapprove flow entirely.

Integration status (from Xero)

This is separate from the document's AgriNous status - it's what Xero is reporting back.

Status Meaning
Draft Sitting in Xero as a draft.
Submitted Submitted to Xero, not yet authorised.
Authorised Authorised in Xero.
Paid Paid in Xero.
Voided Voided in Xero.
Deleted Deleted in Xero.

A document that's Voided or Deleted in Xero shows a warning ("Document is Voided in Xero" / "Document is Deleted in Xero") and can no longer be picked up by the normal Send to Xero flow. The only way forward is Approve and Export, which pushes a corrected copy.

Troubleshooting

Situation What's blocked How to move forward
The Billing Run is Finished. Editing, approving, re-running, regenerating - everything under the run. Reopen Edit Billing Run and change the status away from Finished, if you have permission to.
You try to delete a Billing Run that still has documents active in Xero. The Delete button. Void or delete those documents in Xero first - the tooltip lists exactly which documents and their Xero status.
A financial change would delete a document that's already active in Xero. Accept Changes and Accept with Reversal, both. Void or delete the document in Xero, then accept the change.
The document already has a payment recorded against it in Xero. Accept Changes without a reversal. Undo the payment in Xero, or use Accept with Reversal instead.
You try to reverse a document that isn't Paid or Authorised in Xero, or that has Retained Proceeds against it. Accept with Reversal. Wait until it reaches Paid/Authorised, or remove the Retained Proceeds first.
The document has warnings outside the usual set, or its business isn't mapped to a Xero contact. Approve and Export - the tooltip lists every reason it's blocked. Resolve each listed warning, and map the business to a Xero contact in Settings if that's one of them.
Retained Proceeds' Credit Note has already been paid in Xero. Editing that Retained Proceeds record at all. None - once paid, it's locked.
The Ledger Entry is a prerequisite for another one. Deleting it. Set it to $0.00 instead.
A Billing re-run generated a value that conflicts with a manually edited ledger entry. Resolving the document's changes, until you decide. Choose Keep (your edit) or Overwrite (the regenerated value) for each conflict.
The sale is a Reference Sale. Editing or approving the document at all. This is expected - reference sale documents are informational only; they were invoiced externally.