A document's status shows, among other things, whether Corpay One has finished processing the document, whether it is awaiting approval from a coworker, or whether a payment has been initiated:
Below we give you an overview of all the statuses documents can have, and what they mean.
Pending approval:
This status means that the document is awaiting approval from one or more coworkers on the company account before any payment can be initiated, and before any document data can be synchronized to your company's ERP system.
Documents with this status can be found in the Pending tab.
Analyzing:
This status means that Corpay One is still capturing the document's data. This usually takes a couple of minutes at most, but even if it takes a little longer, don't worry: Corpay One will capture all the necessary information, and you don't need to do anything. Otherwise, you will hear from us.
Documents with this status can be found in the bar shown near the top of the page (it is only shown while documents are being analyzed).
Canceled:
This status means that a document has been rejected by Corpay One and therefore cannot be processed. This status is always accompanied by a message explaining the reason for the rejection.
Documents with this status can be found in the All tab.
Paid:
This status means that the document has been paid. Invoices with this status have either been paid or marked as paid, and receipts always have this status once they have been added and fully processed.
Documents with this status can be found in the Paid tab.
Duplicate:
This status means that an identical document has already been added to the company account in Corpay One, and that the document therefore will not be processed.
Documents with this status can be found in the All tab.
Initiated:
This status is shown only on invoices and means that payment of the invoice has been started. This means that the payment has been initiated, but that it has not yet been finally completed. That typically happens on the next banking day.
Payments initiated from a bank account will typically have the "Initiated" status until the next banking day, when the bank in question can confirm the payment. This does not mean that the payment was not initiated on the day.
Credit note:
This status is shown only on credit notes and indicates that the document is a credit note.
Documents with this status can be found in the Pending tab if your company is set up to require approval of credit notes, in the Unpaid tab if a credit note has not yet been marked as handled, or in the Paid tab if it has been marked as handled.
On hold:
This status is shown only on invoices and means that payment of an invoice has been paused. This status does not mean that the payment has not gone through, only that we have not been able to verify whether a payment was completed. There can be a wide range of reasons why a document gets the status On hold. Often it is because there is a problem with the selected payment method. If you are unsure why an invoice has this status, contact Corpay One support at support@corpayone.com or via the chat button in the lower right corner of the page.
Documents with this status can be found in the Unpaid tab.
Unpaid:
This status is shown only on invoices and means that an invoice's due date has not been reached yet, and that the invoice therefore has not been paid yet. Invoices with this status are waiting to be paid (automatically, or manually if Autopay is turned off).
Invoices added while the Pay payment component is turned off will also have this status. To change the status of these invoices to "Paid", click the Mark as paid.