Invoice Status Maintenance

Use the Invoice Status Maintenance page to search for and update invoices and credit memos. Agencies that use this function manage small numbers of invoices/credit memos, and prefer manual processing of their invoices and credit memos to IPP’s invoice status, extract, and post functions. To access this function, Disburser users must have the Invoice - Status Maintenance permission assigned to their role.

Note: If you use this manual process, you must ensure you update your agency’s ERP system accordingly.

Field Name	Description
Re-Post	Sends the invoice to the agency accounting system with the next scheduled Invoice Download Integration task.
Set To Scheduled To Pay	Changes the status of the invoice to schedule it for payment.
Set To Paid	Changes the invoice status to paid. Caution: If a payment is submitted for an invoice in Pending, Reject, Void, Exception, or Draft state, IPP displays the information on the Payments tab, but does not update the Invoice History or Related Documents pages. Use the Status Maintenance function to change the status of the invoice to Paid. IPP then records the update on the Invoice History page. However, it is generally not a good practice to pay an invoice in Pending, Reject, or Exception status.
Set To Denied	Changes the status of the invoice to denied and stamps the invoice with a “Denied” watermark. For Collector created invoices, IPP generates the Disburser Invoice Rejected/Denied notification and Collector Invoice Reject/Denied notification to subscribed users with the applicable permissions. For Self-Service invoices, IPP generates the Disburser Self-Service Invoice Rejected/Denied notification to subscribed users with the applicable permissions. Collector or Disburser Self-Service users cannot resubmit denied invoices.
Set to Rejected	Changes the status of the invoice to reject and stamps the invoice with a “Rejected” watermark. For Collector created invoices, IPP generates the Disburser Invoice Rejected/Denied notification and Collector Invoice Reject/Denied notification to subscribed users with the applicable permissions. For Self-Service invoices, IPP generates the Disburser Self-Service Invoice Rejected/Denied notification to subscribed Disburser users with the applicable permissions.

To search for invoices and change the status:

1. From the Invoices tab, click the Status Maintenance sub-tab.

2. Enter any of the following criteria to locate an invoice.

Invoice # Like - Enter a partial or complete invoice/credit memo number. If entering more than one invoice/credit memo separate the numbers by commas, semicolons, or spaces.
Supplier Name Like - Enter a partial or complete vendor name.
Invoice Date - Select a From date and a To date from the calendar pop-up.
Amount - Enter a From lesser amount and a To greater amount.
Status - Select Is or Is Not from the drop-down list box and select a status.

3. Click Search.

4. In the Select column, select the check box for an invoice that you want to update.

5. In the Comments text box, type a note explaining the status change for the selected invoice. Required for all status updates except Re-post. Type up to 240 alphanumeric and special characters. IPP clears the comment box once the status change is submitted. The comment appears on the Invoice Detail page and on the Invoice Audit Trail page.

6. Select a status using the information in the table above. IPP updates the page with your changes and sends the applicable notification.

Notes:

Comments are required for all status updates, except Re-Post.
You can select multiple invoices and then click a status update button, but you must include a separate comment for each invoice.
If an error occurs when you attempt to update the status of an invoice, IPP displays an error message. The error message remains in the line detail under: Last Status Update Error