Invoice Status Terms

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Payment Processing

For Bill Pay Customers: Funding received - Payment being completed via check or ACH within 24 hrs approx.

For Non-Bill Pay Customers: Does NOT apply to NON-Bill Pay Customers - will never be used

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Paid

For Bill Pay Customers: Invoice completed entire process including payment

For Non-Bill Pay Customers: Invoice completed entire process and reports have been sent to Customer for them to make payment

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Zero Paid

For Bill Pay Customers: Invoice completed entire process including payment but with a $0 Approved Amount

For Non-Bill Pay Customers: Invoice completed entire process and is included in reports, with a $0 Approved Amount

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Open

For Bill Pay Customers: Invoice has passed DE/QA or EDI verification and is awaiting Audit

For Non-Bill Pay Customers: Invoice has passed DE/QA or EDI verification and is awaiting Audit

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In Process -Audit

For Bill Pay Customers: In Audit queue

For Non-Bill Pay Customers: In Audit queue

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In Process - QA

For Bill Pay Customers: In Quality Assurance queue

For Non-Bill Pay Customers: In Quality Assurance queue

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In Process - Data Entry

For Bill Pay Customers: In Data Entry Queue

For Non-Bill Pay Customers: In Data Entry Queue

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Pending Auditor Clarification

For Bill Pay Customers: Auditor clarification needed for Data Entry question

For Non-Bill Pay Customers: Auditor clarification needed for Data Entry question

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Pending Scanner Review

For Bill Pay Customers: In Scanner Review queue - Awaiting additional documentation from carrier for processing

For Non-Bill Pay Customers: In Scanner Review queue - Awaiting additional documentation from carrier for processing

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Pending Audit Review

For Bill Pay Customers: In Audit queue per Audit Rule

For Non-Bill Pay Customers: In Audit queue per Audit Rule

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Pending Carrier Review

For Bill Pay Customers: Pushed to Carrier Portal for Carrier Review

For Non-Bill Pay Customers: Pushed to Carrier Portal for Carrier Review

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Pending Customer Review

For Bill Pay Customers: Pushed to Customer Portal for Approval/Denial

For Non-Bill Pay Customers: Pushed to Customer Portal for Approval/Denial

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In PendingGL - Code for Closing

For Bill Pay Customers: Invoice processing completed - needs GL code to close into a Pay Run

For Non-Bill Pay Customers: Invoice processing completed - needs GL code to close into a Pay Run

 

Closed

For Bill Pay Customers: Invoice processing completed - will close in the next available Pay run based on Net Pay terms on file

For Non-Bill Pay Customers: Invoice processing completed - will close in the next available Pay run based on Net Pay terms on file

 

Pending Customer Funding

For Bill Pay Customers: Invoice closed into a Pay Run - awaiting funding

For Non-Bill Pay Customers: Invoice closed into a Pay Run - Pay Reports sent to Customer for them to make payment

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Adjustment Reasons Definitions

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Short Pay Definitions (When the approved amount is less than the invoiced amount)

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Needs Client Approval:

Generic adjustment reason advising the client of need approvals. This could be across many of the defined reasons below.

 

Incorrect Base Rate:

The invoiced base rate does not match the contracted base rate that we have on file

 

Incorrect Discount:

The invoiced discount percentage does not match the contracted discount percentage that we have on file

 

Incorrect Accessorial Charge:

One or more invoiced accessorial charges do not match the contracted accessorial charges that we have on file or the carriers’ rules tariff

 

Incorrect Fuel Surcharge:

The invoiced fuel surcharge percentage does not match the contracted fuel surcharge percentage that we have on file

 

FAK Not Applied:

FAK rates in the contract on file are not being applied on the invoice

 

Customer Adjustment/Approved by Customer:

The customer has looked over the invoiced charges and approved an amount that was less than the invoiced amount

 

Duplicate Charge:

The same charge has already appeared on a separate invoice and has already been paid

 

Exact Duplicate:

An exact copy of the invoice in question is already in our system being processed or has already been paid