System Documentation ProLasku EasyCMS

Status filter buttons & combinations

The row of toggle buttons above the invoice list filters the table by status. This page explains how the numbers on the buttons behave when you flip several switches at once — which combinations are possible, which are not, and why a button's count can change when you switch another button on.

What each status means is covered in Payments & invoice statuses.

The two rules

Rule 1 — switches add invoices to the view (never remove). Every switched-on button contributes its invoices to the table. The table shows the union: an invoice is listed if it matches at least one of the switched-on buttons. That is why switching on a second button can only grow (or keep) the row count — never shrink it.

Rule 2 — every number describes the table you are looking at. The count and the amount on every button — switched on or off — are always recounted inside the current view (after toggles, date ranges, customer and search are all applied). A button's number answers: "of the invoices currently in the table, how many have this status?"

Two things follow directly from these rules:

  • A button's count can never exceed the number of rows in the table.
  • If only one button is switched on, its count equals the number of rows shown — the button advertises exactly what you get.

How the statuses nest

Every invoice has exactly one primary status (Draft, Unpaid, Paid or Cancelled). The flags are extra labels that attach on top of a primary status — and most flags can only live inside one primary status. That nesting is what makes some button combinations big and others empty:

DRAFT
never carries flags
(no payments yet)
UNPAID
plain unpaid (no flags) Overdue Partially paid Collections Fully / partially credit noted*
PAID
plain paid (no flags) Over paid Fully / partially refunded Fully / partially credit noted*
CANCELLED
never carries flags

Read the diagram like set boxes: Partially paid sits inside Unpaid — an invoice that is partially paid is by definition still unpaid (something is left to pay). The same holds for Overdue and Collections. Over paid and Refunded sit inside Paid. Credit notes can attach to either side (*): they reduce what the customer owes on an unpaid invoice, or give money back on a paid one.

One invoice can carry several flags at once — for example Unpaid + Overdue + Partially paid — and it will then be counted on all three buttons simultaneously. That is normal and intended: the buttons are overlapping counters, not separate pigeonholes.

Worked example: the 9 and the 16

Suppose your account has 16 unpaid invoices, and 9 of them are partially paid (6 of those 9 are also overdue). Watch what the buttons show in each switch state — remember Rule 2: every number is counted inside the current view.

Switches ON Rows in table Unpaid button Partially paid button Overdue button
none all invoices 16 9 6
only Partially paid 9 9 9 6
only Unpaid 16 16 9 6
Partially paid + Unpaid 16 16 9 6
Partially paid + Overdue 6 6 6 6
only Overdue 6 6 6 6

The row that surprises most people is Partially paid + Unpaid = 16. Since the 9 partially paid are already part of the 16 unpaid, switching Unpaid on adds the other 7 unpaid invoices — the view grows to all 16. The buttons then read "16 unpaid, of which 9 partially paid".

If your goal is only the partially paid invoices, switch on Partially paid alone and leave Unpaid off. If your goal is "overdue AND partially paid at the same time", that is Partially paid + Overdue — the overlap, 6 invoices.

Button combination reference

Primary statuses with each other

Combination Result
Draft + Unpaid / Paid / Cancelled All invoices in those statuses — a broadening union.
Unpaid + Paid Everything settled or open (the usual "all real invoices" view).
Draft + Cancelled The two "inactive" statuses together.

Flag buttons with primary statuses

Combination Result
Partially paid + Unpaid All unpaid — partially paid is a subset of unpaid, so Unpaid wins the union.
Partially paid + Paid Normally empty: a fully paid invoice stops being partially paid.
Overdue + Unpaid All unpaid (overdue is a subset of unpaid).
Overdue + Paid Normally empty: a paid invoice is no longer overdue.
Over paid + Paid All paid — over paid is a subset of paid.
Collections + Unpaid All unpaid plus any collections invoices.
Any flag + Draft Normally empty: drafts never receive payments, flags or credit notes.
Any flag + Cancelled Normally empty: cancelling clears the payment flags.

Flag buttons with each other

Combination Result
Partially paid + Overdue The overlap: partially paid invoices whose due date has passed.
Partially paid + Collections The overlap: partially paid invoices handed to collections.
Partially paid + Over paid Normally empty: an invoice cannot owe money and have excess money at once.
Partially paid + Credit noted The overlap: partially paid invoices that also received a credit note.
Overdue + Collections The overlap: overdue invoices in collections (a very typical collection-work view).
Over paid + Refunded All refunded (refunded overpaid invoices are also still flagged over paid until fully returned).
Credit noted + Refunded Two different money-back paths; the union of both groups.
Fully + Partially credit noted Every invoice touched by a credit note, in any amount.
Fully + Partially refunded Every invoice with any refund activity.

Three or more switches

The same principle continues: the table shows every invoice matching at least one switched-on button, and each button counts its own status within that table. Adding more switches therefore tends to widen the view while the individual counts tell you the composition of what you are looking at.

If a number ever looks impossible

The counts are recomputed from stored statuses on every view refresh. If a button ever shows a count larger than the rows in the table, or a combination shows invoices that cannot exist (a paid invoice counted as partially paid), the underlying invoice still carries a stale flag. Recording any new payment or credit note on that invoice repairs its status — or contact support for a status recalculation.