Sample Invoice Status Codes


Status Code	Description	Lock	Invoice Approved	Allocation Status	Match	Status After
Registered	New Invoice	Yes	No	No Allocation	No	N/A
Registered (PO)	New Invoice	Yes	No	No Allocation	Yes	Complete (PO)
Approved	Approved: Invoice is Valid	Yes	Yes	No Allocation	No	N/A
Approved (PO)	Approved: Invoice is Valid	Yes	Yes	No Allocation	Yes	Complete (PO)
Released	Released for Payment	No	Yes	No Allocation	No	N/A
Released (PO)	Released for Payment	No	Yes	No Allocation	Yes	Complete (PO)
Posting Prepared	Detailed Posting Prepared	No	Yes	Transient Allocation	No	N/A
Complete	Posting Complete	No	Yes	Allocation	No	N/A
Complete (PO)	Posting Complete	No	Yes	Allocation	Yes	N/A
Hold	On Payment Hold	Yes	Yes	Allocation	No	N/A
Initial	Initiate receiver matching from Initial Invoice	Yes	N/A	No Allocation	Yes	Complete (P/0)

These sample codes define several potential steps for processing supplier invoices when different roles in the organization are responsible for each step. In some organizations, a simpler approach may be adopted using fewer steps. For example, if invoices are first registered and then approved, released for payment, and posted all as one operation, only the Registered and Complete status are needed.

Different sets of codes may be needed depending on whether you are creating a financial invoice or an invoice for matching with a purchase order (PO). In the sample set up, the codes for POs have Receiver Matching selected, and specify a code to be assigned—Complete (PO)—when the matching is done. Since you need to define the Complete (PO) code before the others, this type of table is helpful in designing the codes you want to use.

The Hold status code can be used when a problem arises with a supplier after invoices have been completed and released for payment. In this case, it may be necessary to put one or many invoices for a supplier on payment hold until the problem is resolved.

Note: None of the invoice status settings has any effect on customer invoices; the status code is used for filtering in reports and determining how invoices are included in finance charge calculations. Invoice status codes do not have a blocking effect on customer invoices and do not form part of the credit checking process.