Invoice statuses in Rillion One
Reminder – certain scanning service suppliers can mark the invoice with this status if it is a reminder
Unknown supplier – This status is only visible if you use interpretation for your invoices. Invoices can end up with the status Unknown supplier for example if the supplier is not found in the supplier register. During interpretation, suppliers can be identified by supplier ID, bank giro or postal giro number, or IBAN for international suppliers. Specify the supplier on the invoice to send the invoice for approval.
Duplicate – An invoice gets this status if it is already found in Rillion One Invoice. Duplicates are identified by supplier, invoice number and the date of the invoice. Duplicates are fully editable and to send out this invoice for approval, you must make a change in some field. An invoice administrator can also delete the invoice.
Review – This is the status that new invoices get that have been interpreted either at a service bureau or in the cloud and which require verification. This means that the information contained in the invoice header is editable before the invoice is sent out for approval.
Saved as draft – If the invoice administrator wants to save the changes to an invoice before it is sent for approval, you can choose to save the invoice as a draft. The invoice must still be sent for approval to proceed in the workflow.
Awaiting preliminary booking – (only if preliminary recording is used). Invoices that have all the required data in the invoice header get this status temporarily. Rillion One Invoice does preliminary recording automatically and when this is complete, the invoice will end up either under the status “awaiting approval” or “ready for recording”.
Awaiting response preliminary – (only if preliminary recording is used). The invoice is waiting for a response from the ERP system, and this can be different depending on the ERP system being used. The invoice should preferably not be changed in any way while in this status.
Preliminary booking error – (only if preliminary recording is used). If an error occurred during preliminary recording in the ERP system, the invoice will get this status. You can view the error message in the invoice log, for example period locked, duplicate, or ERP system not responding.
Sent for approval – The invoice administrator can see all invoices that have this status and have been sent out for approval. The list shows the invoices in due date order and you can also sort the list by the other headings such as Approver. “Sent for approval” lies under common invoices.
Additional review – When you have configured one or more of the additional review rules, invoices will get this status after the current approver has approved the invoice. When you have completed an additional review, you can click on I have reviewed the invoice, or Send back if the approver should approve the invoice again.
Denied approval – When an invoice is sent for approval, but the approver refuses to approve it, the invoice gets this status. The administrator can see a comment on the posting lines concerning why the approver refused to approve the invoice. The approver can refuse to approve individual posting lines.
Account information changed – If the setting “Posting check” has been selected, invoices whose postings have been amended during the approval process will get this status after approval. Invoices with this status cannot progress to recording until the administrator “releases” them. Rillion One may also be configured to stop invoices with notes at this point.
Awaiting response final booking – The invoice is waiting for a response from the ERP system, and this can be different depending on the ERP system being used. When the invoice has this status, no changes can be made to the content of the invoice.
Ready for final booking – Invoices that are fully approved temporarily get the status “Ready for final booking”. Rillion One Invoice will automatically record these invoices. When this is done, the invoice is archived and can then be found using the search function if you search for invoices that are Exported. The serial number is retrieved from the ERP system.
Error final recording – Invoices are stopped in this status if the recording fails. Look under the invoice log tab for information about why the recording failed. Correct and and then click on the Try to record again button.
Invoice on hold – This status indicates that the invoice has been flagged for an investigation. The invoice does not progress to recording in the ERP system. Both approvers and invoice administrators can flag the invoice with this status, and both can complete/end the investigation. An invoice with this status cannot be approved until the investigation is complete.
Invoices close to due date –Information status for the administrator, that the invoices are about to fall due for payment. The number of days the invoice is to be flagged with this status is set under Organization.
Messages – You can send internal messages in Rillion One Invoice. An approver can click on Send message within Rillion One in the invoice view to send a message about a specific invoice.