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.

The following table lists and describes the statuses for invoices.

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: If the invoice is to be paid in foreign currency, there must be an active exchange rate for that currency (in the Currency application) on the date of approval. If not, the invoice cannot be approved. (If the exchange rate has changed since you created the invoice, the product updates the Total Base Cost field upon approval.) The prices on the invoice must fall within a specified range of the prices on the purchase order. Your system administrator can define the amount by which the invoice price can vary from the purchase order price and still be approved. This task is done using the Limits and Tolerances tab in the Security Groups application. Standard service costs added to the invoice (such as freight charges or installation fees) must fall within limits set by your administrator. This task is set using the Limits and Tolerances tab in the Security Groups application. Tax costs added to the invoice must fall within limits set by your administrator (also set with the Limits and Tolerances tab in the Security Groups application). Line items that must be received before the invoice is approved are checked to ensure that the receipts have been entered into the system. 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: For issue on receipt items (that is, those items not purchased for inventory), the price difference is always applied to the work order, to the location, to the equipment, to the general ledger account specified on the purchase order, or in the Invoice Lines tab. For inventory items, the Average Cost field is updated. 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: You cannot duplicate the invoice. You cannot allocate services to the invoice. You cannot distribute costs to the invoice. You cannot change the vendor for the invoice. You cannot copy lines from a purchase order to the invoice.
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.