As you upload and pay bills in Paytron, your bills will move through several different statuses. This page gives an overview of what each status means and how it changes as your bill progresses.
The different statuses you’ll see for your Bill in Paytron are:
- Draft
- Needs approval
- Awaiting payment
- Payment processing
- Paid
- Rejected
- Archived
Draft
Draft is typically the first status a bill will enter when it reaches Paytron.
In this status you can make changes to your bills, either through the Update bill slider or via the bills dashboard.
Bills will leave this status when they submitted, archived, or deleted.
Needs Approval
Once a bill has been submitted, Paytron will check for any approval settings in your account that need to be apply to this bill. (See this page on setting up approval policies <link here>).
Bills that enter ‘Needs approval’ have matched an approval policy in your account, indicating that they require a member of your team to approve before they become payable.
Bills in Needs Approval can leave this status for many reasons. They can be approved or rejected by a member of your team, returned to draft, deleted, or archived.
Awaiting payment
Once a bill has completed any require approvals, or if it doesn’t require approval at all, it will enter the ‘Awaiting payment’ status.
A bill will remain in this status until payments are scheduled against it that cover the full amount. You can think of the ‘Awaiting payment’ bills list as a to-do list for anyone in your team making payments.
A bill can leave this status for one of the following reasons:
- Payments are scheduled against it that cover the full amount of the bill, moving the bill into ‘Payment Processing’.
- The bill is marked as paid without payments being scheduled using the Mark as Paid option in the dashboard. See this page for more information <add link>
- The bill is moved back to draft, using the Move to Draft option on the dashboard.
- The bill is deleted.
Payment processing
A bill enters ‘Payment processing’ when payments are scheduled against the bill that cover its full amount. At this stage your team is not expected to need to do anything further.
A bill can leave this status for one of two reasons:
- The bill is paid off in full through scheduled payments in Paytron, external transactions from your accounting system, or a combination of both. This will cause the bill to transition to ‘Paid’
- One of the scheduled payments is cancelled or deleted, moving the bill back into ‘Awaiting payment’
Paid
A bill enters ‘Paid’ when it has been paid off in full through payments made in Paytron, external transactions from your accounting system.
This is normally the final state for a bill, however if an external transaction is deleted from your accounting system, it will move back into the ‘Awaiting payment’ status.
Rejected
A bill enters ‘Rejected’ when one of the required approvers chooses to reject the approval request.
Bills in ‘Rejected’ can leave this status through one of two ways:
- The bill is archived, transitioning it to the ‘Archived’ status.
- The bill is restored, transitioning it back ‘Draft’ and resetting its approval records.
Archived
A bill will move to ‘Archived’ when you select Archive Bill. Bills in this status cannot be approved or paid but will be available through the archive list if you need to view the bills details or history.
Bills will only leave the ‘Archived’ status if they are restored, which will move them back to the ‘Draft’ status.