Once the delivery of items or services is confirmed, a purchase can be automatically closed by the system or manually closed by a Payhawk accountant or administrator.
Auto-closing purchases
To enable the automatic closure of purchases, you must enable the feature in the Settings app. The default auto-close option triggers when the linked invoices have been fully paid meaning that the following conditions are met:
The status of the received quantity is FULL.
The status of the invoiced amount is MATCHED.
When enabled, the auto-close option will apply whether the invoiced amount is settled over a bank transfer or marked as paid manually.
If an expense is marked as unpaid or a bank transfer is reversed after settlement, the purchase cannot be reopened.
To enable the auto-close option for purchases:
In the Payhawk web portal, go to the Settings > Purchases > Rules tab.
From the Auto-closing drop-down menu, select the Linked invoice is paid option.
Click on Save.
Closing purchases manually
To manually close the purchase:
Go to Purchases and select the desired purchase.
From its three-dot menu, select Close.
In the dialog that opens, click on Confirm.
Reopening purchases
Once a purchase has been closed, you can still reopen it:
Go to Purchases > All and select the desired purchase.
From its three-dot menu, select Reopen.
In the dialog that opens, enter the reason for reopening it and click on Reopen. As a result, the reopened purchase will move to the Submit tab and has to be resubmitted according to the approval workflow defined for your company.
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