Invoice statuses
After an invoice is created, you use the invoice status to indicate where it is in the processing cycle. Changing statuses on invoices has implications, depending on the status being changed.
Status of invoice | Description |
---|---|
Approved (APPR) | Available only if the current invoice status
is Entered, Waiting for Approval, or Hold. If you change the status
directly to Paid without first approving the invoice, the invoice
is validated for approval criteria. An approved invoice is stored
as a history record; for invoices in history, you can change only
the Check Code field, the Check
# field, and the Paid Date field. If the Close PO check box is selected on the Change Status window for the invoice, and you change the status to Approved, all purchase orders associated with the invoice are closed. An invoice must meet the following
conditions before it can be approved:
When the conditions are met, the price difference between the invoice and the purchase order is calculated. Price differences can be due to a change in the active exchange rate, to a difference between what the vendor charged and the original purchase order price, or to both. Price differences are handled in one of two ways:
You cannot change the status of an original approved invoice to Paid if that invoice has a Pending Reversal invoice associated with it. You must first cancel the Pending Reversal invoice. |
Cancel (CANCEL) | Available only on the Change Status window if the current invoice status is Entered, Waiting for Approval, or Hold. You cannot cancel an approved invoice. A canceled invoice is stored as a history record and cannot be modified. |
Entered (ENTERED) | The default status when you create an invoice. A newly entered invoice has some fields completed by default; some of these fields are read-only. An invoice with the status of Entered can be edited. Once the status of an invoice is changed from Entered using the Change Status window, the Entered status is no longer available. |
Hold (HOLD) | Available only if the current invoice status is Entered or Waiting on Approval (WAPPR). If the invoice must not be approved or paid, you can change the invoice to Hold status. For example, if you received an invoice but have not received the items, or if there is a discrepancy between the invoice and the receipts, you can place the invoice on Hold status. An invoice in Hold can be edited. |
Paid (PAID) | Available only if the current invoice status is Entered, Waiting for Approval, Approved, or Hold. If you change the status directly to Paid without first approving the invoice, the product approves the invoice. A paid invoice is stored as a history record and cannot be modified. |
Pending Reversal (PENDREV) | Available only if the original invoice,
the original credit memo, or the original debit memo status is Approved
or Paid. Indicates that the invoice is in the process of being reversed.
For example, if an error was made on the unit cost on the original
invoice, you can reverse the invoice without having to create a return
transaction. You can change the status of a Pending Reversal invoice
to Cancel or to Approved. When you approve a Pending Reversal invoice,
any details created in the original invoice are reversed. All records
related to the original invoice are updated with the new information,
such as inventory records. Documents that were attached to the original
invoice are added to the reversed invoice. The following constraints
apply to invoices that are in Pending Reversal status:
|
Reversed (REVERSED) | Indicates that an approved or a paid invoice, credit memo, or debit memo has been reversed. A reversed document is stored as a history record that cannot be modified. You cannot duplicate an invoice that has been reversed. |
Scheduled (SCHED) | Indicates that the invoice is part of a payment schedule, set up for a specific contract. Invoices with this status can be created only from the Contracts applications. An invoice with a status of Scheduled can be changed to any status except Entered. |
Waiting on Approval (WAPPR) | Available only if the current invoice status is Entered or Hold. You use this status to indicate that invoice information has been entered. The invoice is ready for review and approval by the appropriate level of staff. An invoice waiting for approval can be edited. |