> ## Documentation Index
> Fetch the complete documentation index at: https://docs.abbyy.com/llms.txt
> Use this file to discover all available pages before exploring further.

# The status of documents in ABBYY FlexiCapture for Invoices projects

> Manage invoice statuses in ABBYY FlexiCapture for Invoices: how Valid, Exception, and Rejected statuses are assigned, disabled, and used in export.

After invoices are submitted to the program, they are automatically recognized and then checked against a set of validation rules. Each invoice is then assigned a status.

Invoice statuses are assigned automatically based on the rules that have been created. For more information, see [Available rules](/flexi-capture/invoice-reader/ir-rules).

Documents that have the **Valid** status may be exported without being verified.

Invoices with other statuses must first be reviewed by the Operator, who examines each document and corrects any errors or warnings issued by the rules. Once these are corrected, the invoice's status changes to **Valid**. The Operator may also agree with an automatically assigned status or assign one manually, providing their reasons in the comment field.

If the program consistently fails to detect certain fields on invoice images, the Operator can train it by indicating the correct field positions on the current image.

Documents with different statuses can be exported to different destinations for processing by your financial software. Any comments the Operator provides when changing a status are also visible there.

## Disable invoice statuses

When invoice statuses are disabled, the following changes occur:

* The **Status** and **Reason** fields disappear from the data form and become uneditable in the Document Definition editor.
* The **Invoice Status** column remains empty after recognition.

These changes do not interfere with the predefined rules that affect document statuses.

<Warning>
  When invoice statuses are disabled, status-based export does not work (be sure to clear the **Field condition** option in the export profile settings). Any status-triggered rules do not work either.
</Warning>

To disable the calculation of invoice statuses:

<Steps>
  <Step title="Open the Document Definition properties">
    On the main menu of the Document Definition editor, click **Document Definition → Document Definition Properties...**.
  </Step>

  <Step title="Open the Document Definition settings">
    In the invoice properties dialog box, click the **Document Definition Settings** tab.
  </Step>

  <Step title="Edit the additional fields and features">
    Click the **Edit...** button in the **Additional Fields and Features** group.
  </Step>

  <Step title="Clear the Invoice status option">
    In the **Document Definition Features** dialog box, clear the **Invoice status** option.
  </Step>
</Steps>

## Operator comments and predefined reasons for status changes

The Operator may ignore errors and warnings issued by the rules and assign a status to an invoice manually. In that case, they must provide a comment or select a reason from a list of predefined reasons.

<Steps>
  <Step title="Open the Document Definitions dialog box">
    From the **Project** menu, select **Document Definitions...**.
  </Step>

  <Step title="Edit the Document Definition">
    In the dialog box that opens, click **Edit...**.
  </Step>

  <Step title="Open the Document Definition properties">
    From the **Document Definition** menu, select **Document Definition Properties...**.
  </Step>

  <Step title="Open the Document Definition settings">
    In the dialog box that opens, click the **Document Definition Settings** tab.
  </Step>

  <Step title="Open the reasons for change of status">
    Click **Edit...** next to the **Handling Invoice Output Status** group. The **Reasons for Change of Status** dialog box opens.
  </Step>
</Steps>

### Edit the list of predefined reasons

By selecting an item in the **Status** list, you can view the list of predefined reasons for changing the status of an invoice.

To add a new custom reason, click **Add...**. In the **Reason for Change of Status** dialog box, add a new reason and its code.

To load a reason from a text file, click the **Load...** button.

## Allow Operators to provide their own reasons

Select the **Operator may enter custom reasons** option to let Operators provide their own ad-hoc reasons for the status change.

## Set up status-dependent export

Setting up export for FlexiCapture for Invoices is largely the same as in FlexiCapture. For more information about setting up status-dependent export, see [Data export settings](/flexi-capture/invoice-reader/ir-data-export-setting).

## Rules that affect the status of an invoice

To view the rules:

<Steps>
  <Step title="Open the Document Definition properties">
    From the **Document Definition** menu, select **Document Definition Properties...**.
  </Step>

  <Step title="Open the Rules tab">
    In the dialog box that opens, click the **Rules** tab.
  </Step>
</Steps>

To make a rule affect the status of invoices, add the prefix **(Rejected)** or **(Exception)** to its name. Errors issued by a rule with such a prefix cause the corresponding status to be assigned to a failed invoice. You can add a status-changing prefix to a rule either when creating a new rule or when editing an existing one.