An invoice, order or export has a certain status and you wonder what that status means exactly, who it is waiting on and whether you have to do something yourself? In this article we explain, status by status, what is going on, who has to act and what you can do yourself to move things forward.
The statuses you see differ per module. That is why we have grouped them: first the statuses of an invoice, then those of an order, and after that those of an export. At the bottom you will find the questions that are asked most often about statuses.
Do you want to look up a status quickly? Then use the search function in your browser (for example by pressing the CTRL + F keys) and search for the text you see on your screen, such as 'in progress', 'to be confirmed' or 'ready for export'.
Statuses of an invoice
New, partially coded
What it means: the invoice is in the Spend Cloud, but the coding is not complete yet.
Who has to act: the coder.
What you can do yourself: complete the coding via
Invoice Processing / Encode. As long as a mandatory field is empty, you cannot send the invoice. You can read more about this in
Everything About Coding Invoices.
To be sent
What it means: the coding is complete and the invoice can go into the approval scheme.
Who has to act: the coder.
What you can do yourself: send the invoice. Nothing happens automatically: as long as nobody sends it, the invoice stays here.
In progress
What it means: the invoice is with an approver in the approval scheme.
Who has to act: the approver whose turn it is according to the procuration.
What you can do yourself: open the invoice and look at the scheme. There you see who has to assess it now. If it stays there, check whether that person is present and active, and whether a replacement has been set up. See also
Monitor invoice processing progress.
Rejected
What it means: an approver has rejected the invoice. The reason is shown as a comment on the invoice.
Who has to act: the coder.
What you can do yourself: adjust the invoice and send it again. You can find rejected invoices via Invoice Processing / Rejected.
To be verified and to be verified, on hold
What it means: the invoice has been approved, but still has to go through a verification step before it may go to the financial package. If the verification is on hold, that step has deliberately been postponed.
Who has to act: the employee with the right to verify.
What you can do yourself: verify the invoice via
Invoice Processing / Verify, or take it off hold. See
Verify invoices.
Approved, ready for export
What it means: the invoice has been fully approved and is waiting for someone to export it, or for the automatic export to pick it up. This is the only status from which exporting can start.
Who has to act: the employee who exports, or the automatic export.
What you can do yourself: if the invoice stays here longer than you expect, there are usually three possibilities:
- nobody has exported yet. In that case export via Invoice Processing / Export;
- the automatic export has tried, but your package refused the invoice. In that case open the invoice and look at the history: the error message is shown there. What to do with that message can be found in Common error messages when exporting;
- the invoice is already part of an export that is running. In that case you find it back under Invoice Processing / In Transit and it is temporarily blocked.
Exporting again is safe in this status: nothing has been recorded in your financial package yet.
Exported
What it means: the invoice has been processed in your financial package. Within the Spend Cloud it is finished with that and you find it back in the archive.
Who has to act: nobody within the Spend Cloud anymore; the payment is done in your financial package.
What you can do yourself: has the invoice been set to this status incorrectly, or is the booking in your package not complete? Then contact support. See also
Reversing an invoice export.
Paid
What it means: the invoice has been paid in your financial package and that payment status has been fed back to the Spend Cloud. This status only works if the feedback has been set up; see
Status Paid.
Statuses of an order
New
What it means: the request exists, but has not been submitted yet. So nobody is approving it yet.
What you can do yourself: complete the request and submit it via Procurement / Requests.
In progress and in progress at procurement
What it means: the order is in the approval scheme. If it says in progress at procurement, the order is with the purchasing department and not with an approver.
Who has to act: the approver whose turn it is according to the procuration, or procurement.
What you can do yourself: open the order and look at the scheme. If the order stays there, these are the most common causes: the approver is absent without a replacement, the approver is set to inactive or has left the organisation, or the amount does not fit within the procuration of the people in the scheme. Your application administrator can check this; see
Procurement procuration levels.
Rejected
What it means: an approver has rejected the request; the reason is shown on the order.
What you can do yourself: adjust the request and submit it again.
Supplier to be assessed by procurement
What it means: there is a supplier on the request that first has to be approved by procurement.
Who has to act: procurement, via Procurement / Suppliers.
To be ordered and to be ordered by procurement
What it means: the order has been approved, but has not been sent to the supplier yet.
Who has to act: the purchaser, or procurement if it says by procurement.
To be confirmed and to be confirmed by procurement
What it means: the order has been approved and placed, but there is still a confirmation step before the order continues.
Who has to act: the employee who is allowed to confirm. With to be confirmed by procurement that is the purchasing department.
What you can do yourself: do you see the order, but no action to confirm it? Then check with your application administrator whether you have the right to confirm and whether you are in the correct organisational unit. Procuration works per unit and upwards: someone from another department does not appear in the scheme, not even with a high procuration amount. You can read more about this in the article about the four layers of access,
Someone cannot perform an action: what do you check? (available in Dutch only)
To be received, to be received (confirmed) and to be received by group
What it means: the order has been ordered and the Spend Cloud is waiting for the registration of the delivery. If it says confirmed, the supplier has confirmed the order. If it says by group, a receipt group registers the delivery instead of one single person.
Who has to act: the receiver or the receipt group.
Statuses of an export
An export is a separate job with its own status. You find it back in the export overview of Invoice Processing / Export and Cash & Card / Export.
- New: the export is ready, but has not started yet.
- Exporting in progress: the export is running. You see a progress percentage.
- Completed: everything has been processed in your financial package.
- Completed with errors: the export is finished, but part of it did not get through. In the export report you see which lines failed and with which message.
- Cancelled: the export has been aborted.
- Marked as exported: the invoices or bookings have been set to exported manually, without the Spend Cloud having sent them to your package.
The progress percentage stays at the same number
What it means: the percentage shows how many parts of the export have already been processed. So it is not an expected duration. If the export stops halfway, for example because your financial package does not answer, the last reported percentage stays on screen.
What you can do yourself: refresh the page and, with a large export, wait a few minutes. If the percentage still does not change after that and nothing happens in the overview, treat the export as stuck.
Please note! Never export a stuck export again blindly. First check in your financial package, by document number, whether the booking is already there (partly). If you do not do that, you risk a duplicate booking. Is there nothing, or is there half a booking? Then contact support: only support can release an export that keeps hanging.
In transit
As soon as an export starts, the invoices or bookings are linked to that export. As long as that link exists, they are in transit and you cannot change them or export them again. That is intentional: it prevents the same invoice from ending up in your package twice.
What you can do yourself: wait until the export is finished. Is the export already completed or cancelled, but the invoice is still in transit? Then contact support, because you cannot undo that link yourself. Please note:
Invoice Processing / In Transit and
Procurement / In Transit mean something else — there it is about expected costs. See
In transit.
Frequently asked questions about statuses
Why do I see the same status with different things?
A number of statuses have the same text, while something else is behind it. For example, we use in progress both for an invoice with an approver and for an order in the approval scheme. So the status tells you that someone has to act, but not who. Open the invoice or order and look at the approval scheme: there you find the name of the person who has to act now.
The status does not change. What do I check first?
- Look in the approval scheme to see who has to act.
- Is that person absent? Check whether a replacement has been set up and whether the absence period is still running. See Filling in for absent colleagues.
- Is the employee set to inactive or have they left the organisation? Then they drop out of the scheme without you receiving a notification about it.
- Does the amount fit within the procuration of the people in the scheme?
If all of this is correct and the status still does not change, contact support.
My invoice has the status exported, but I do not see it in my package
Search in your financial package for the document number and for the creditor. If you cannot find it, the invoice may have been marked as exported manually without an export actually having taken place. In that case contact support, and only use the option mark as exported after you have checked in your package that the booking is fully there.
Read more
Can this article not help you further? Then contact support via
support@spend.cloud and mention the document number or order number and the status you see. Then we can look into it straight away.