Enhanced interface

Track an AP supplier invoice payment request

The workflow for a payment request starts with AP supplier 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 supplier invoice approvals and payment approvals and the payment method you select.

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

Workflow step	AP supplier invoices page status	Approve AP supplier invoices page	Approve payments page status	Payment requests page status	Notes
AP supplier invoice entered	Submitted or Posted (if not using AP supplier invoice approvals)	Submitted	-	-	If your company uses AP supplier invoice approvals, a Submitted state means the AP supplier invoice has been submitted for approval. You need to approve the AP supplier invoice before you can pay it. After it's approved, the status changes to Posted. If your company does not use AP supplier invoice approvals, the AP supplier invoice appears as Posted. You can select it for payment on the Pay AP supplier invoices page.
AP supplier invoice was declined for approval	Declined	Declined	-	-	For companies using AP supplier invoice approvals. The AP supplier invoice was declined by an approver. You can't select a declined AP supplier invoice for payment. Instead: edit and resubmit the AP supplier invoice or, delete it and, if necessary, create a new one.
AP supplier invoice approved	Posted	Approved	-	-	If your company uses AP supplier invoice approvals, after you approve the AP supplier invoice it appears as Posted on the AP supplier invoices list. The AP supplier invoice is ready to be selected for payment on the Pay AP supplier invoices page.
AP supplier invoice selected to pay	Selected	-	Submitted	Submitted	The AP supplier invoice was selected for payment on the Pay AP supplier 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 supplier invoices. Then, you can select the AP supplier invoices for payment again on the Pay AP supplier 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 supplier 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 supplier invoice on the AP supplier invoices list. View the completed payment on the Posted payments page.