Enhanced interface

Track an AP purchase invoice payment request

The workflow for a payment request starts with AP purchase invoice creation and ends when the payment request is confirmed to the General Ledger. How your payment moves through the workflow depends on whether or not your company is enabled for AP purchase invoice approvals and payment approvals and the payment method you select.

Intacct processes a multi-AP purchase invoice payment request exactly the same as a single-AP purchase invoice payment request. However, if needed, you can remove one or more AP purchase invoices from the payment request.

Workflow step	AP purchase invoices page status	Approve AP purchase invoices page	Approve payments page status	Payment requests page status	Notes
AP purchase invoice entered	Submitted or Posted (if not using AP purchase invoice approvals)	Submitted	-	-	If your company uses AP purchase invoice approvals, a Submitted state means the AP purchase invoice has been submitted for approval. You need to approve the AP purchase invoice before you can pay it. After it's approved, the status changes to Posted. If your company does not use AP purchase invoice approvals, the AP purchase invoice appears as Posted. You can select it for payment on the Pay AP purchase invoices page.
AP purchase invoice was declined for approval	Declined	Declined	-	-	For companies using AP purchase invoice approvals. The AP purchase invoice was declined by an approver. You can't select a declined AP purchase invoice for payment. Instead: edit and resubmit the AP purchase invoice or, delete it and, if necessary, create a new one.
AP purchase invoice approved	Posted	Approved	-	-	If your company uses AP purchase invoice approvals, after you approve the AP purchase invoice it appears as Posted on the AP purchase invoices list. The AP purchase invoice is ready to be selected for payment on the Pay AP purchase invoices page.
AP purchase invoice selected to pay	Selected	-	Submitted	Submitted	The AP purchase invoice was selected for payment on the Pay AP purchase invoices page and a payment request was created. If your company uses payment approvals, you might need to approve the payment to move on in the workflow. Payment requests below the approval threshold are automatically approved. These requests bypass the approval process and appear as Approved on the Payment requests page.
Payment request approved	Selected	-	-	Approved	The payment was approved or your configuration did not require approval for this payment. For cheques, ACH payments, and Bank file payments, this means you’re ready to make a payment. This might mean cutting a cheque on the Print cheques page, or generating an ACH file in Cash Management, for example. Record transfer, cash, and credit card payments change status to Complete after approval. You can find these payments requests on the Posted payments page.
Payment request declined	Selected	-	-	Unapproved	For companies using payment approvals. An approver declined the payment request. You might need to do one of the following: edit the payment request, which automatically resubmits it for approval, or cancel the request so you can make necessary edits to AP purchase invoices. Then, you can select the AP purchase invoices for payment again on the Pay AP purchase invoices page. Learn more about resubmitting a declined payment request.
Printed	Selected	-	-	Delivered	For payment methods of ACH, Bank file, and cheque. ACH payment: The file has been generated. Confirm and post the file to complete payment. Bank file payment: The file has been generated and downloaded. To complete the payment, upload the file to the bank portal and confirm it. Cheque: A pdf of the cheque has been generated and the cheque number is reserved in the cheque register. Confirm the cheque to post it to the General Ledger. Reserving the cheque number prevents generation of duplicate numbers. The cheque itself appears in the register only after you confirm it to the General Ledger on the Print Cheques page.
Payment is confirmed (Posted to GL)	Paid	-	-	-	After the AP purchase invoice has been paid, the payment request no longer appears on the Approve payments page or the Payment requests page. You can still view the AP purchase invoice on the AP purchase invoices list. View the completed payment on the Posted payments page.