AP Invoice Status

Adding an AP invoice status allows you to create a new status value and define the application behavior associated with that status. To add an AP invoice status:

1. In the AP Invoice Status field, enter a name for the status.

2. Click ADD.

   The AP invoice status value is added and additional fields appear, allowing you to further define the value.

3. To rename the status, enter a value in the Rename field.

4. Enter a value in the Tab Order field.

   The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

5. In the Status field, select Active to make this status active.

   Inactive status values are retained in the system but not displayed to users.

6. Define the AP invoice status value Defaults.

   The Defaults define the AP invoice status values that are assigned by default by the system.

   • Default Pending Status – Selecting Yes indicates that this status value will automatically be assigned to AP invoices when they are pending. There can only be one AP invoice status value that is designated as the Default Pending Status.

   • Paid Status – Selecting Yes indicates that this status value will automatically be assigned to an AP invoice after it has been paid. There can only be one AP invoice status value that is designated as the Paid Status.

7. Define the AP invoice status value Flags.

   The Flags are used to define which internal status flags are set when this status value is assigned to an AP invoice. When these flags are set, certain application actions take place.

   You are allowed to create AP invoice status values that have no associated flags.

   • Cancelled Status – Setting this flag to Yes marks an AP invoice with this status as having been created in error and will not be completed.

   • On Hold Status – Setting this flag to Yes marks an AP invoice as being on hold.

8. Click UPDATE.

You can edit AP invoice status. To edit an AP invoice status:

1. In the AP Invoice Status field, select the value you want to edit.

   The current definition of the selected status appears.
   

2. Edit any of the following values:

   • Description – the name of the status
   • Tab Order – indicates the value's position in drop-down menus where lower numbered values are listed first
   • Status – indicates whether the value is active or inactive
   • Default Pending Status – indicates whether this status is the default pending status
   • Paid Status – indicates whether this status is the default paid status
   • Cancelled Status – indicates whether this status flags the AP invoice as cancelled
   • On Hold Status – indicates whether this status flags the AP invoice as being on hold
3. Click UPDATE.

AP invoice status values that have not been used can be deleted from the system.

If the AP invoice status has been used, it you cannot delete it. You can, however, edit it and change it to Inactive so that users can no longer access it.

To delete an AP invoice status:

1. In the AP Invoice Status field, select the value you want to delete.

   The current definition of the selected status appears.

2. Click DELETE.