Understand bill and payment statuses
In Cashflow360, bills move through the approval stage, if using approval workflow, and then through the payment stage. At each stage, the status of a bill will change. Familiarizing yourself with the meaning of each bill status will help you manage your payables more efficiently.
Bill Status
| Bill Approval Status | Explanation |
|---|---|
| Unassigned | - All new bills entered into the system will default to Unassigned, until you assign at least one approver to it - Depending on your company's Approvals settings "Unassigned" bills can be processed, and paid without the involvement of another individual |
| Assigned | The bill has been routed for approval, but the first person on the approver list hasn't approved it yet |
| Approving | The bill has been approved by at least one approver, but hasn't yet been approved by all assigned approvers |
| Approved | The bill has been approved by all approvers assigned to the bill |
| Denied | - The bill has been denied for payment by at least one approver - The person responsible for managing bills in the company will receive an email alert that a bill has been denied, and will need to review the bill either to correct errors and re-route it for approval, or deactivate it |
Payment Status
When a bill payment is initiated, a bill payment record is created. Below is a list of explanations for each status. Payment status can be found on the Payments Out page, or the payments tab on the vendor's record.
Tip: Search the payment confirmation number in the search bar to quickly find an individual payment and check the status
| Payment Status | Explanation |
|---|---|
| Scheduled | The bill payer has used the Cashflow360 system to pay this bill online, but funding for the payment hasn't been initiated yet. Bills with the "Scheduled" status can be canceled up until funding has been initiated (i.e., before the Process Date). When bills are scheduled to be paid online, the funds will be withdrawn on the Process Date, and vendors are paid without further actions needed (unless there are exceptions; i.e., insufficient funds). |
| Processed | Funding has been initiated, meaning we’ve begun the steps needed to withdraw the funds, and the scheduled bill payment can no longer be canceled. You can request a payment in Processed status to be voided. When you request that a payment be voided, you are requesting a stop payment. Stop payments are on a best-effort basis. |
| Sent | Your payment is in progress but check information is not yet available. |
| Check Issued | A paper check payment has been mailed to your vendor, but your vendor hasn't presented it for deposit or cash. The Arrives By date shown on the payment screen is an estimated arrival date and is dependent on USPS delivery. A payment that has already processed can't be canceled. You can request a void for a check payment that has already been sent. When you request that a payment be voided, you are requesting a stop payment. Stop payments are on a best-effort basis. |
| Uncashed | A paper check payment has the status of "uncashed" once we've mailed the check to your vendor, and it has not been cashed for over 20 days. A sent bill payment can no longer be canceled. You can request a payment in sent status to be voided. When you request that a payment be voided, you are requesting a stop payment. Stop payments are on a best-effort basis. |
| Expired | A paper check payment has the status of "expired" once we have mailed the check to your vendor, and it was not cashed within 90 days. An expired check payment can no longer be cashed. You will want to contact your vendor, tell them not to cash the check, and schedule a new payment. When the check expires, the funds will automatically remit to your account. |
| Cleared | The payment has the status of "cleared" once a paper check has been cashed, or any other payment type has been successfully delivered to your vendor via the selected method. |
| On hold | A bill payment may be on hold if your account is pending verification, if there's an issue with the bank account, or various reasons. If you see this status and have questions, feel free to contact Customer Support for details. |
| Canceled | The bill payment was canceled before funds were withdrawn. This bill won't be paid. The payment will have to be re-scheduled, or the bill should be deactivated (i.e., removed from your Cashflow360 queue). |
| Void Pending | The payment processed, but you have requested that it be voided. When an "online" bill payment is requested to be voided, it's contingent on a successful stop payment. Stop payments are on a best-effort basis. |
| Voided | The payment had been made, but was subsequently voided. When an "online" bill payment is requested to be voided, it's contingent on a successful stop payment. |
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