What do the payment statuses mean?

Modified on Wed, 04 Oct 2023 at 09:59 AM

Depending on your configuration some or all of the following payment statuses will be enabled.

	Description	Who needs to action
Tentative	This can be used for a payment that you are anticipating to make but is not yet confirmed. Applicants won't see the payment in their payment schedule. Tentative payments are not counted in your scheduled budget amounts.	A grant manager will need to move the payment manually to Scheduled or Cancelled. This is done by selecting the status in the dropdown and then Save Draft.
Scheduled	By default payments are created with the scheduled status. Applicants will see these payments in their payment schedule.	A grant manager can request an invoice from the applicant or approve the payment to be made without an invoice.
Pending Invoice	The applicant will be sent an email requesting that they upload an invoice for the payment.	The applicant will need to upload an invoice and submit it to the grant manager.
Invoice Submitted	After an applicant submits an invoice, the payment will move to Invoice Submitted and will appear on the Grant Manager dashboard for review.	The Grant Manager needs to review the invoice. They can then request the applicant to make a revision to the invoice or can approve the payment.
Revision Required	This status indicates that the applicant needs to submit a new invoice as there was a problem with the initial one submitted.	The applicant will need to resubmit the payment.
Ready to be paid	This status indicates that the payment is ready to be paid. It has been approved by a grant manager and an invoice has been submitted (If required).	Depending on your implementation: The payment details are sent by a Grant Manager to the accounts department either manually, via the email to finance button or automatically by a batch process to Xero. Once Accounts indicates that the payment is made the Grant Manager manually marks the payment as having been paid. (Unless integrated with Xero)
Paid - Pending Receipt	This status indicates that the payment has been made and now the applicant is required to upload a receipt.	The applicant must upload and submit a receipt.
Paid - Invoice/Receipt Received	This is usually the final payment status indicating the payment has been made and any receipts/invoices are attached.	No action required.
Refund	This is used to enter a refund. See How to record a payment that has been returned to you.
Cancelled	This status is used when a payment (that hasn't been made) is no longer required. See How to cancel a payment.