What is a document status?

A bill, receipt or credit note's status indicates, for instance, if a payment has been initiatet, if the document is awaiting approval from a coworker, or if a payment has been completed. The status is shown on the document, as seen on the screenshot below, and is directly related to the tab in which the document is located in Bill Pay:

Below we give you an overview of all the different status labels documents can have, and what they mean.

Pending approval

This status means that the document has been processed and analyzed, and is awaiting approval from one or more coworkers before it can be paid and synced to your ERP system.

  • Documents with this status can be found in the Inbox tab.

Analyzing:

This status means that the document is still being processed by Corpay One, so the document's information is actively being analyzed. This typically takes a maximum of a few minutes. If it seems to be taking longer, don't worry, Corpay One might be taking additional measures to ensure accuracy. If there's an issue with your document, we will make sure to contact you right away.

  • Documents with this status are shown in a bar near the top of the Bill Pay page.

Unpaid

This status means that a bill or credit note has been finally approved and is now waiting to be paid or merged, respectively. In addition, the document data has been synced to your company's ERP system. Bills added while the Pay component is disabled in your company's account settings will also have this status. To change the status of these bills to "Paid", click the Mark As Paid button.

  • Documents with this status can be found in the Scheduled tab.

This status means the bill has been paid via Corpay One, that you've marked it as paid, or that it is a receipt, which always shows Paid status. If the first scenario applies, it means the amount has been deducted from your bank account and sent to the vendor. In general, no further action is required regarding bills with this status. In addition, this status typically means that payment data has been synced to your company's ERP system.

  • Documents with this status can be found in the Paid tab.

Duplicate: 

This status means that the document already exists in this account, and has already been processed in Corpay One. Therefore it will not be processed again.

  • Documents with this status can be found in the All tab.

Initiated: 

This status means that the payment of the bill has been initiated in Corpay One. If it is an ACH payment, it means that the payment has been sent to the network; if it's a check payment, it means that the check has proceeded to be mailed. 

  • Documents with this status can be found in the Scheduled tab.

Paused: 

This status is only appears on bills and means that the payment was paused because Corpay One was unable to initiate and complete the payment. Often this is because of an issue with the chosen payment source. If you are unsure why a bill has this status, contact Corpay One support at support@corpayone.com or via the chat button in the lower right corner of the page.

  • Documents with this status can found in the Scheduled tab.

Canceled:

This status means that a document has been rejected by Corpay One either for lack of information, or for another issue. This status is typically accompanied by an attention message that explains the reason for the rejection. 

  • Documents with this status can be found in the All tab.

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