This KB article describes the lifecycle description of business document in AP Automation.

Invoice status : Points to Business document lifecycle in AP Automation system.

• Received : invoice status describing an invoice in the receiving phase
  • Draft : sub-status of a received invoice or spend plan that has not yet been validated 
  • Returned : sub-status of an invoice that has been sent back to the receiving phase of the invoice process 
  • Validation in progress : sub-status of a received invoice that is currently being validated 
  • Valid : sub-status of a received invoice that has successfully passed the validation 
  • Invalid : sub-status of a received invoice or spend plan that has failed the validation
  • In automatic coding : sub-status of a received invoice that is coded using a predefined coding template
• Matching : invoice status describing an invoice in the matching phase 
  • In automatic order matching : sub-status of an invoice in the matching phase indicating that the invoice is currently handled by the system in automatic order matching activity 
    • Waiting for purchase order items : sub-status of an invoice in automatic order matching indicating that the invoice requires one or more purchase orders, purchase order lines, or goods receipts before matching can continue 
  • In manual order matching : sub-status of an invoice in the matching phase indicating that the invoice is currently handled by a user in manual order matching activity 
  • In automatic spend plan matching : sub-status of an invoice in the matching phase indicating that the invoice is currently handled by the system in automatic spend plan matching activity 
  • In manual spend plan matching : sub-status of an invoice in the matching phase indicating that the invoice is currently handled by a user in manual spend plan matching activity 
• Workflow : invoice and spend plan status describing an invoice or spend plan that is currently in the workflow phase 
  • In header review : sub-status of an invoice in the workflow (1) phase indicating that the invoice is currently in header review activity 
  • In row review : sub-status of an invoice in the workflow (1) phase indicating that the invoice is in row review activity 
  • In row approval : sub-status of an invoice in the workflow (1) phase indicating that the invoice is in row approval activity 
  • In header approval : sub-status of an invoice in the workflow (1) phase indicating that the invoice is in header approval activity 
  • In additional approval : sub-status of an invoice in the workflow (1) phase indicating that the invoice is in additional approval activity
  • Disputed : invoices with certain issues that have been reported to supplier.  
  • Pending Task : Task is pending for actions like row review, header review, row approval, Header approval, additional approval, matching discrepancy.
  • On hold : sub-status of an invoice in workflow indicating the invoice is put on hold. The Put on hold and Release actions are available in the task list and in the invoice details view in Edge client.
  • Recipient Missing : sub-status of an invoice in workflow where a task does not have recipient assigned.   
• Transfer : invoice status describing an invoice in the transfer phase 
  • Ready for transfer : sub-status of an invoice in the invoice transfer phase indicating that the invoice is valid for moving to payment 
  • Transfer in progress : sub-status of an invoice in the invoice transfer phase that is being moved to payment but the transfer has not been completed yet 
  • Transferred : sub-status of an invoice in the invoice transfer phase indicating that the invoice has been moved to payment 
  • Transfer failed : sub-status of an invoice in the invoice transfer phase indicating that the invoice could not be transferred to payment 
  • Incomplete for transfer : sub-status of an invoice in the invoice transfer phase indicating that the invoice is not valid to be transferred 
  • Waiting for ERP : sub-status of an invoice in invoice transfer phase indicating that invoice has been transferred from basware and waiting for ERP to fetch using openAPI. 
• Archiving : invoice status describing an invoice that has been successfully transferred to a payment system and is ready for long-term preservation 
  • Archiving in progress : sub-status of an invoice in archiving that is being moved to an archive but the action has not been completed yet 
  • Archived : sub-status of an invoice in archiving indicating that the invoice has been successfully stored in a specific location in an archive 
• Processed : invoice status describing an invoice that has successfully passed through all phases of the invoice process 
• Closed : invoice status describing an invoice that has been processed and its data can no longer be modified and no transactions can be done 
• Historical : invoice status describing an invoice that has been fully processed and is saved to a certain location within the system for a certain period of time before permanent archiving in an external system
• Removed : Invoice status describing an invoice that is permanently taken away from the invoice process and cannot be sent back.