Marking a Beleg as paid

Marking a Beleg (receipt/expense document) as paid is the final step of the workflow: it confirms that an approved expense has been settled and closes the record. This article explains who can do it, the segregation-of-duties check, and how the small-tenant mode differs. The action requires the belege:mark-paid permission.

When a Beleg can be marked as paid

Only an Approved Beleg can move to Paid. Paid is a terminal, immutable state — once set, there are no further transitions and the record cannot be edited. If a Beleg is not yet approved, mark-paid is not available; complete review and approval first.

Marking a Beleg as paid

1. Open an Approved Beleg, or select one or more Approved Belege in the review queue.
2. Choose Mark paid. You may add an optional payment-confirmation note.
3. The Beleg moves to Paid, the note is persisted to the audit trail, and the record locks.

Tip: Use the optional note to record a payment reference (for example a bank run or batch identifier). It is stored with the transition so the payment can be reconciled later.

Segregation of duties on payment

By default you cannot confirm payment on a Beleg you approved — the approver and the person confirming payment must be different people. Attempting to do both is refused as a maker-checker violation and recorded. A company setting can allow self-approval; when enabled, the same person may approve and mark paid, but the action is flagged as a self-approval in the audit trail.

Snapshots are re-confirmed at payment

Marking as paid re-runs the financial snapshot step. Because snapshots are only written when they are not already present, the values captured at approval are preserved unchanged. A financial snapshots taken event is written alongside the payment transition, giving auditors a complete record at both approval and payment.

Small-tenant (no-approval) mode

Companies configured in the no-approval mode skip the review, approval, and separate payment steps entirely: submitting a Beleg records it directly as Paid. In this mode:

• Reaching Paid is a property of the configured workflow, so no separate belege:mark-paid permission is needed — the submit permission (belege:transition) is sufficient.
• Data-quality Blocking rules are still enforced at submit, so a Beleg with a hard-stop problem cannot be recorded as paid.
• Warnings do not block (there is no human approver to override them), and maker-checker does not apply because the flow is single-person.

Permissions summary

Related

• Approving a Beleg and how approval locks the record
• Understanding the Beleg approval workflow and states
• Making a financial correction during review
• The compliance trail and retention