Invoice Statuses Explained

How It Works

Statuses follow actions. Submit for approval moves a completed invoice from In Progress to In Approval. Approval moves it to Approved; Reject, which needs a reason, sends it back to In Progress. Sending it in a payment batch moves it to In Payment, and completed payment moves it to Paid. An invoice that is only partly paid stays In Payment.

There is no Cancel action on an invoice; its ... menu offers Mark as unclassified, Invoice statement and Send for approval. Cancelling a purchase order also cancels its related invoices. When an invoice is not moving, its exception flags and readiness chip tell you why.

Find Where an Invoice Is

1. Open Documents > Invoices.

2. Select a status tab. The count on each tab shows how many invoices it holds.

3. Click View to choose columns, for example Amt. outstanding, Exceptions, Linked PO and Lifecycle.

4. Open an invoice to see its readiness chip, exception flags and the ERP section of the Overview panel.

Each status below shows its meaning, followed by what moves it on.

• Draft: Started or extracted but not yet in processing.
  Completing the missing details.
• In Progress: Being reviewed, coded and matched.
  A complete checklist and Submit for approval.
• In Approval: Waiting for the approval group in My tasks.
  Approval, or a rejection back to In Progress.
• Approved: Approved and ready for payment. Posts to your ERP on final approval or when someone posts it.
  A payment batch sent for payment.
• In Payment: In a payment batch that was sent, including partly paid invoices.
  Payment completing.
• Paid: Payment completed.
  End of lifecycle.
• Cancelled: No longer to be processed, for example because its PO was cancelled.
  Exit status.

Read the Other Labels

• Not ready for posting: Readiness chip: the invoice still needs something before it can post.
• Not approved yet, so it cannot be posted.: ERP section: the invoice has not been approved.
• Synced with ERP: The bill has posted to your ERP; the ERP section links to it.
• Under Received, Over Billed, Not Received: Exception flags: the invoice disagrees with its PO or receipts.
• Subtotal math error: The amounts on the invoice do not add up to its subtotal.

Tips

• Use Amt. outstanding to see what is still owed on each invoice.
• Work the Exceptions column first; those invoices need a decision before they can move.
• Check the Payments panel of an In Payment invoice to see whether it is Partially paid.

Frequently Asked Questions

Where do rejected invoices go?

Back to In Progress, so AP can correct and resubmit them. The approver gives a reason when rejecting.

When is an invoice posted to the ERP?

After approval. With Automatic posting, the final approval posts the bill; with Manual posting, someone posts each approved invoice.

Why is a partly paid invoice still In Payment?

Partly paid invoices stay In Payment. The Payments panel shows Partially paid, and Amt. outstanding shows what is still owed.

How do I cancel an invoice?

There is no Cancel action on the invoice. Cancelling a purchase order cancels its related invoices, which then appear on the Cancelled tab.