Bill statuses

Bill statuses

Bills in Tipalti are assigned progressive statuses for transparency in tracking. Bill, purchase orderA purchase order (PO) is a legally binding contract established between you and your supplier that outlines types, quantities, and agreed upon prices for products or services and receipt statuses display in the Tipalti Hub and appear in APIs, IPNsAn Instant Payment Notification (IPN) is a messaging service that enables you to receive notifications from Tipalti. IPNs are triggered when defined events occur (e.g., updating payee details)., and FTPA file transfer protocol (FTP) is a standard network protocol that you can use to transfer files to Tipalti and receive reports from Tipalti. update reports, unless otherwise indicated.

Select a status group below to see descriptions of each status.

The following statuses apply to bills in the bill cycle.

Status

Description
Deleted Bill has been deleted.
Disputed Bill has been disputed.
Review matching Matching and coding need to be reviewed.
Paid Bill has been paid.
Partially paid A partial payment has been paid to the payee (the scheduled portion of the payment has yet to be paid).
Pending AP action Bill is pending action by Accounts Payable.
Pending approval Bill is pending approval by the payer.
Pending managed services Bill is pending review by Tipalti's Managed Services
Pending matching Bill is pending matching with a purchase order (and receipt).
Pending payee approval Invoice is pending approval by the payee.
Pending payee invoice Invoice is pending submission to the payer by the payee.
Pending payment Bill is pending payment.
Pending review Bill is pending review by the payer.
Pending scan Bill is pending AI Smart Scan processing.
Scheduled for payment Bill has been scheduled to be paid at a later date.
Submitted for payment
  • Bill has been submitted to Tipalti for payment, but the payment confirmation from the provider has not been received yet.
  • Applies to partial payments only

Invoices on the "Invoice History" tab in the iFrame/ Supplier Hub are also assigned progressive statuses so payees can track their invoices. These statuses differ from the bill statuses you see above. For a list of equivalent statuses between payee invoices in the iFrame/ Supplier Hub and the bill statuses above, see Invoice versus bill statuses.

If you use the PO Matching feature of the Bills module, the following statuses apply to POs in Tipalti.

Status

description
Pending approval
  • The purchase order is pending synchronization with Tipalti.
  • The PO is not eligible for matching.
Active
  • The purchase order has been synchronized with Tipalti but has not yet been billed.
  • The PO is eligible for matching.
Partially billed
  • A partial amount of the purchase order has been billed
    (the unbilled amount > 0).
  • The PO is eligible for matching.
Closed
  • The total amount of the purchase order has been billed
    (the unbilled amount = 0).
  • The PO is not eligible for matching.
Deleted
  • The purchase order has been deleted.
  • The PO is not eligible for matching.

If receipts are matched with POs and bills, as part of the PO Matching feature of the Bills module, the following statuses apply to GRNsA goods received note (GRN) is an internal document that acts as proof of goods received to match against invoices and purchase orders. GRN, receipt, and receiving report are synonymous. in Tipalti.

Status

description
Open The receipt has not yet been matched to a purchase order.
Matched The receipt has been matched to a purchase order.
Deleted The receipt has been deleted.

The following statuses apply to bills that have exited the bill cycle and are now in the payment cycle.

status

description

Final Status?
Canceled Scheduled payment has been canceled by the payer. Yes
Cleared
  • Indicates that the payment has been cleared (i.e., a final approval that the funds have been transferred)
  • This status is only relevant for paper checks—a "Paid" status indicates the check has been sent to the payee and a "Cleared" status indicates the check has been cashed by the beneficiary.
 Yes
Deferred
  • Payment has failed before submission to the payment providers. A deferral reason displays in Tipalti Hub.
  • A notification is sent to the payee indicating the reason for deferral. To receive payments, the payee must fix the issue that caused the deferral to occur.
  • The existing payment order cannot be changed; to pay the payee, another payment order must be submitted.
  • To see the reason for the payment status, check the Alerts field in the Payment details report.
 Yes
Deferred (Internal)
  • Payment has failed before submission due to an error with the payer account.

  • Tipalti fixes the issue on behalf of the payer.

  • No notification is sent to the payee about the deferral.

  • For payments with Tipalti Card, the payment order is re-submitted with the previous payment method.

  • To see the reason for the payment status, check the Alerts field in the Payment details report.
 Yes
Paid

The payment provider has processed the transaction and sent the funds to the beneficiary.

For Tipalti Card, a "Paid" status indicates that the beneficiary can process the transaction and receive the payment after Tipalti provides the payment details.

Note: For more details about Tipalti Card payments, refer to Pay bills by card.

Yes
Paid manually* Payment has been paid manually to the payee (i.e., external to the Tipalti system). Yes
Pending funds (or PendingPayerFunds) Payment has been submitted to Tipalti, but is awaiting sufficient funds in the payer account before the payment can be paid. No
Processing^ The payment is being processed. No
Rejected
  • Payment has been rejected by the payment provider.
  • To see the reason for the payment status, check the Alerts field in the Payment details report.
 Yes
Risk review (or FraudReview)
  • The bill payment is under risk review.
  • This status is only relevant if you use the Detect module.
  • If risk status is not resolved in a timely manner, the associated payment order may eventually become deferred.
  • If the payment order has not yet been deferred and risk status is removed, the payment order returns to its previous status and continues through the payment cycle.
No
Scheduled Payment is scheduled for a future date. No
Submitted

The payer has submitted the payment order to Tipalti, after which Tipalti will process.

Note: If a payment group needs to be approved, this step must be done before Tipalti can process any payment orders in the group.

 No
Unpaid*‡ A payment order has not yet been created for the bill. No
* Only displays in the Tipalti Hub
^ Only returned in APIs
‡ Indicates the bill is still in the bill cycle and has not yet entered the payment cycle.