Status

Description

A

Approved or active status - This is the normal state of an AP invoice.  An approved AP invoice can either be open or closed – based on the current balance of the invoice (CBAL_AMT field).  An approved invoice has been distributed to the general ledger and is available for payment processing.

I

In Transit – The I status code is used by the ASN or Advanced Shipment Notification System.  This code is used for an invoice when the items on the invoice are shipped out by the vendor, and the ownership of the goods transfers to your company at time of shipment.  This invoice status indicates that the invoice is posted to the general ledger, and to the In Transit sub-ledger, and that the goods are in transit from the vendor to your location.  Please see the section on ASN or Automated AP Processing for more information about the ASN System.

R

Received – The R status code is used by the ASN or Advanced Shipment Notification System.  This code is used for an invoice when the items on the invoice were shipped out by the vendor, and the ownership of the goods transferred to your company at time of shipment.  This invoice status indicates that the invoice is posted to the general ledger, and to the In Transit sub-ledger, and that at least some of the goods have been received in house (the R status is used for invoices where the associated inventory has been partially or fully received into the system.   Please see the section on ASN or Automated AP Processing for more information about the ASN System.

S

Submitted - This is an AP invoice that has been submitted by a Vendor to the company.  Submitted invoices are entered into the accounts payable system but are not distributed to the general ledger or recognized as a liability.  Submitted invoices can be converted to approved invoices and are posted to the general ledger when they are converted.  The S invoice status is also used by the ASN System.  Please see the section on ASN or Automated AP Processing for more information about the ASN System.

D

Deleted - This is an invoice that was a “submitted” invoice and then deleted. The balance of the invoice is set to zero and it no longer appears on any reports unless specifically selected.

V

Voided - This is an invoice that was a “submitted” invoice and then voided.  The balance of the invoice is set to zero and it no longer appears on any reports unless specifically selected.