Invoices can go through the following statuses in Unity eBilling (click on an option for more information):
Note: These User Guides will be updated as more features are added and revised. Check in frequently for more information.
You can view the status of an invoice from the list page.
Received
Invoice has been submitted via BillingPoint by a vendor or added manually by an internal user, and Unity eBilling has performed initial invoice validation based on settings in your environment (e.g., timekeeper rate validation and/or automated flagging per validation rules).
Approvable vs. Not Approvable
Depending on invoice validation settings in your environment, the system determines whether the invoice meets minimum billing requirements to move through the review cycle. If an invoice passes validation, the Approvable column on the Invoices list page displays Yes. If the invoice fails validation, the column displays No to indicate further review/action is required. In this case, an admin may need to set the invoice status to On Hold.
On Hold
Invoices requires some further review or research outside of Unity eBilling. This may be necessary, for example, if key pieces of information are missing or if the invoice did not pass initial system validation based on settings.
To change the status to On Hold, the current reviewer or an admin can click on the ... (more) option under the Actions column from the invoices list page and select Pause Approval. Click Yes when prompted to confirm.
Placing an invoice on hold moves it out of the review queue. Once the necessary information is collected or verified, an admin can go to the Invoice Actions menu and select Resume Approval to revert it to Received status and move it back to the My Invoices list for review.
Approved
Invoice have been approved by assigned reviewers or per auto-approval validation rules in your environment (if applicable).
Once approved, invoices can be Sent to AP for payment manually or via a finance system integration. Otherwise, an admin can choose one of the following options from the Invoice Actions menu: Mark Paid, Pause Payment, Revert to Received.
Approved Hold
If an admin chooses Pause Payment on an approved invoice, the status changes from Approved to Approved Hold. This means the invoice will not be sent to AP via a finance system integration, if applicable.
Rejected
Invoice has been rejected manually by an assigned reviewer or automatically depending on validation rulles in your environment (if applicable). Rejected invoices do not appear on the Invoices List.
Un-Rejecting an Invoice (Admins Only)
Depending on settings in your environment, invoices may be auto-rejected based on validation rules or other settings. If an auto-rejected invoice needs to be reverted to Received status for review, go to the Invoices Action menu in the top-right corner of the invoice details page and select Undo Autorejection. This will trigger the standard review cycle, including notifying the assigned reviewers.
Sent to AP
Indicates that the invoice is pending confirmation from the accounting team. Invoices can be set to this status manually or automatically via a finance system integration (if applicable). It can be set manually by going to Invoice Actions > Mark Sent to AP from the invoice detail's page.
Paid
Invoices that have been marked as Paid manually by an admin or reviewer or automatically via a finance system integration (if applicable). It can be set manually by going to Invoice Actions > Mark Paid from the invoice's details page.
Additional statuses that may appear for Paid invoices include the following:
- Partially Paid. Marked via API as Paid but did not pay full amount (informational only)
- Over Paid. Marked via API as Paid but pais more than the invoice total (informational only)
Status Changes in Bulk
To apply some of the status changes described in this article to invoices in bulk, select boxes from the left side of the Invoices list page and click on Bulk Actions. You can apply the following actions in bulk:
- Approve
- Reject
- Mark Paid
- Pause Approval
- Mark Sent to AP
- Resend Approval Emails
- Resume Approval
For additional information on applying bulk actions to invoices, click here.