Review flagged items on an invoice or purchase order

When an item on an invoice or purchase order changes in the procurement schedule after the document was raised (it is archived, rejected, out of stock or returned, for example), the document is flagged. The total still includes the item until you act.

Before you start

• To dismiss a warning, you need permission to edit finance.

Steps

1. On Finance, look for the red flag beside a number, or choose Flagged in the status filter.
2. Open the document. The banner reads "An item on this document needs review" (or "2 items on this document need review").
3. Click Show items to see each item and why it was flagged: Archived, Client rejected, Client is buying this, Out of stock, Returned, Refunded or Client already owns this.
4. Decide what to do:
   • On a draft, edit or remove the line.
   • On a sent invoice, raise a credit note.
   • If the document is right as it is, click Dismiss on the item, or Dismiss all.
5. To bring a dismissed warning back, open "1 warning dismissed" (or "2 warnings dismissed") and click Undo.

What happens next

• Dismissing changes nothing on the document or in Xero. It records, for the whole studio, that the item was checked.
• When an item is first flagged, the project team (apart from whoever made the change) gets an in-app notification, at most once a day per document.

Good to know

• Paid purchase orders and Paid or Void invoices are never flagged.
• A dismissal covers one item and one reason. If the item changes again for a different reason, it is flagged again.