State descriptions for AP advances

The AP advance State field shows the current status of the advance within the workflow. You can view the advance state on the following pages:

• AP advances list page

• AP advances detail page

• Draft: The advance was created as a draft and has not been submitted. You can edit a draft advance.
• Pending Approval:  For users with payment approvals enabled, the advance has been submitted for approval.
• Partially approved: For users with payment approvals enabled. The advance has been approved by at least one approver and is awaiting further approval.
• Declined: For users with payment approvals enabled. The advance was declined and must be resubmitted for approval. You can edit a declined advance.
• In process: For cheque, ACH, and Bank file payments managed within Intacct. The advance was either approved or did not require approval. The payment request now requires action to complete payment.
  Next steps to pay the advance  

  • Cheque: Print and confirm the cheque on the Print Cheques page.

  • ACH payment: Generate the ACH file in the Cash Management application. Then, confirm and post the ACH file.

    If you're using a NACHA-compliant bank file, follow the procedures for bank files.

  • Bank file payment: Generate and download the bank file in the Cash Management application. Then, upload the file to the bank portal and confirm it.

• Advance paid: The advance has been paid and is now available as a credit on the Pay AP purchase invoices page. Learn how to apply an AP advance to an AP purchase invoice.
• Partially applied: A portion of the total amount has been applied to one or more AP purchase invoices. A credit balance remains available to apply to AP purchase invoices.
• Fully applied: The total amount has been applied to one or more AP purchase invoices.
• Voided: The payment was voided from the register, after it was completed.
• Void: This state is given to the voiding entry that balances a voided advance.

How advance state relates to payment status

When you create an advance, Sage Intacct creates a corresponding payment request.

In general, the advance state reflects the payment status up until the point when the payment is complete. After that point, the advance state provides more specific information, indicating whether the advance is paid and not yet applied, partially applied with a balance remaining, or fully applied.

For payments managed within Intacct that are pending payment, the advance state is In process. The payment status provides more specific information about where the payment is within the two-step process. For example, a payment request for a cheque, with a Payment status of Delivered, means that the cheque has been printed but not confirmed.

Advance state	Payment status
Draft	Draft
Pending approval	Submitted
Declined	Unapproved
Partially approved	Partially approved
In process	Approved
In process	Delivered
Advance paid	Complete
Partially applied	Complete
Fully applied	Complete
Voided	Voided
Void	Void