Each invoice will obtain a status. The status of an invoice can be further described by the sub-status. An invoice’s status or sub-status can be changed by taking action on the invoice; different user groups will have the ability to perform different actions.
Status and Sub-status Relationships
Some sub-statuses are shared across statuses. Some sub-status are no longer obtainable once an invoice has moved into a particular status. The following diagram depicts the mapping between invoice statuses and sub-statuses.
Invoice Statuses
The following table further describes the statuses in which an invoice can be placed. An invoice’s status is the ‘broadest’ description of its state.
Status | Description |
|---|---|
Pending Approval | ‘Pending Approval’ represents the initial status for all invoices; as soon as the invoice is created, an Approver needs to take action on the invoice. 'Pending Approval’ is also applied if the Approver deemed the invoice in need of corrections, and the Provider has since completed those corrections. |
Pending Payment | ‘Pending Payment’ represents the status immediately following the approval of an invoice; after the invoice is approved, the only decision left is to pay or not to pay. |
Corrections Required | If an Approver identifies an issue with the services on a invoice (e.g., dates or amounts are incorrect, the wrong file was mistakenly attached to the invoice, etc.), then the Approver will set the invoice’s status to ‘Corrections Required’. This will signal to the Provider that they correct the identified issue(s) before approval and/or payment can be completed. |
Invoice History | An invoice obtains an ‘Invoice History’ status as soon as a payment decision has been made. |
Sometimes, the (distinct) statuses ‘Pending Approval’ and ‘Pending Payment’ are used in conjunction with another and simply referred to as ‘All Pending’ or just ‘Pending’.
Invoice Sub-statuses
The following table further describes the sub-statuses in which an invoice can be placed. An invoice’s sub-status describes an invoice’s state with greater detail than the status alone.
Sub-status | Description |
|---|---|
Awaiting Action | ‘Awaiting Action’ sub-status is applied when the invoice requires approval from a BHSD user, payment from the Payor, or corrections from the Provider. |
In Review | ‘In Review’ sub-status can be applied by an Approver or Payor if the invoice is under review. |
Administrative Hold | ‘Administrative Hold’ sub-status can be applied by an Approver or Payor if they need to ‘stop’ movement of an invoice. This might occur if outside factors (i.e., external to the application) require the invoice to be placed on hold. |
In Process | The ‘In Process’ sub-status is only available if Falling Colors is the payor. Invoices will not be approved; instead, they will be moved to ‘In Process’. |
Processed | The ‘Processed’ sub-status is only available if Falling Colors is the payor. A two-step payment process is required in this case; moving the invoice to ‘Processed’ is the first step. |
Paid | When an invoice is paid, it obtains the ‘Paid’ sub-status. At this point, providers will have received their money, and no further action can be taken on the invoice / movement will cease. |
Denied | If an invoice is denied, the provider will not receive money for those services. No further action can be taken on the invoice / movement will cease. |
Invoice Actions
The following table describes the actions which update an invoice’s status and/or sub-status, creating movement. These actions are made available to Approvers, Payors and Providers in the ‘Action’ drop-down list on the Invoice Details page (with the exception of System-performed actions and the ‘Submit for payment’ action). Actions are limited to the corresponding group to which the user taking the action belongs.
E.g., only “Provider” users can take the ‘Corrections completed’ action; “Approver” or “Payor” users can take the ‘Provider corrections required’ action; etc.
After an action is taken on an invoice, it will be displayed in the ‘Last Action Taken’ column on the Invoice List with a matching icon.
User Group | Action | Invoice Moves To… Status (Sub-status) |
|---|---|---|
System | Invoice Generated  | Pending Approval (Awaiting Action) |
System | Process Payment  | Invoice History (Paid) |
Provider | Corrections completed  | Pending Approval (Awaiting Action) Pending Payment (Awaiting Action) |
Approver | Approved by the lead agency  | Pending Payment (Awaiting Action) |
Approver | Denied by the lead agency  | Invoice History (Denied) |
Payor | Payment authorized by the payor | Invoice History (Paid) |
Payor | Denied by the payor | Invoice History (Denied) |
Payor | First level payment approval completed | Pending Payment (In Process) |
Payor | Submit for Payment | Invoice History (Processed) |
Approver or Payor | Provider corrections required  | Corrections Required (Awaiting Action) |
Approver or Payor | In review  | Pending Approval (In Review) Pending Payment (In Review) |
Approver or Payor | Placed on administrative hold  | Pending Approval (Administrative Hold) Pending Payment (Administrative Hold) |
Invoice Workflows
The diagram below depicts all the possible paths an invoice may follow, from its conception (invoice generation) to its termination (Invoice History).
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