Each Purchase Order, Invoice, Logistics document and Payment has a STATUS showing its position in the Open Account workflow.
Purchase Order status
STATUS | MEANING |
| The purchase order has been uploaded and remains open until all of the original quantities of the line items have been fully consumed. | |
| The purchase order is fulfilled when all its line items are fully consumed. | |
| The purchase order has been cancelled. |
Invoice status
Each invoice has a STATUS showing its position in the Open Account workflow and a MATCHING STATUS indicating if matching rules are met. An invoice is discrepant if any matching rules fail.
STATUS | MATCHING STATUS | MEANING |
| The invoice has been submitted but the Purchase Order or the Logistics documents have not yet been received. | ||
| All the documents have been submitted, the matching rules have been checked and are all satisfied. The invoice has not yet been approved. | ||
| All the documents have been submitted, the matching rules have been checked and at least one rule is not satisfied. | ||
| All the matching rules are satisfied and the invoice has been approved. | ||
| At least one of the matching rules is not satisfied but the invoice has been accepted and approved by the buyer. | ||
| All the matching rules are satisfied. The maturity date is approaching and the invoice has been locked. | ||
| At least one of the matching rules is not satisfied but the invoice was approved. The maturity date is approaching and the invoice has been locked. | ||
| All the matching rules are satisfied, the invoice has been approved and paid. | ||
| At least one of the matching rules is not satisfied, the invoice has been approved and paid. | ||
| All the matching rules are satisfied. The invoice has been approved and is now being managed outside Kanexa by an external party. The invoice can not be amended and adjustments can not be applied. | ||
| At least one of the matching rules is not satisfied but the invoice has been approved and is now being managed outside Kanexa by an external party. The invoice can not be amended and adjustments can not be applied. | ||
| The Purchase Order or the Logistics documents have not been received and the invoice has been cancelled. | ||
| At least one of the matching rules is not satisfied and the invoice has been cancelled. | ||
| All the matching rules are satisfied and the invoice has been cancelled. | ||
| All the matching rules have been satisfied but the buyer has rejected the invoice. | ||
| At least one of the matching rules is not satisfied and the buyer has rejected the invoice. |
Logistics status
STATUS | MEANING |
| A logistics document has a status of OPEN when it has at least one line item that is not linked to an invoice or linked to an invoice that is OPEN. | |
| A logistics document has a status of CANCELLED when it has been cancelled by the buyer. | |
| A logistics document has a status of CLOSED when every line item in the logistics document is linked to an invoice that is not OPEN. |
Payments status
- Ledger includes maturity and matching fee payments.
- Payments may be settled or due soon.
- Payments can consolidate several invoices.
STATUS | MEANING |
| The payment is due imminently, the bank has been instructed to make the payment but not yet acknowledged the instruction. | |
| The bank has accepted the payment instruction. | |
| The bank has rejected an instruction to make the payment. | |
| The bank has been sent an instruction to make the payment after the previous instruction was rejected. |
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