Status Definitions and Supported Workflows
The purpose of this article is to describe the various statuses available in the VIP Software application, what they indicate, what workflows they support, etc.
Invoices are assigned a status upon submission in the application after being evaluated by VIP Software’s fee schedule and rules logic. The assigned status can indicate that the invoice needs a review (Pending/Submitted - Awaiting Payment) or that it has been automatically approved by the software (Approved, Ready for Payment).
Invoices will never be assigned a status other than Pending/Submitted - Awaiting Payment, Approved, or Ready for Payment upon submission in the application.
All statuses are available in the various APIs related to invoices (GetInvoiceInfo, GetInvoicesByStatus, UpdateInvoiceStatus, etc.).
Paid
The Paid status is the final carrier-available status in the application and in the API.
The Paid status should indicate that an invoice has been reviewed, approved, and paid by the carrier. After an invoice is marked Paid, the Vendor can mark the invoice as Payment Received. Payment Received is the final status of an invoice. It is recommended that a payment number, a payment date, and a payment amount be provided while updating an invoice status to Paid.
Workflow Limitations: A Paid invoices’ status cannot be updated from Paid to any other status in the application or via API. The Firm cannot edit or delete Paid invoices.
Awaiting Payment
The Awaiting Payment or Not Paid status is typically used as a placeholder status for those invoices that have been reviewed and approved but have not actually been Paid by the carrier client.
Workflow Limitations: The Firm cannot edit or delete an Awaiting Payment invoice.
Ready for Payment
The Ready for Payment status is one of the two available “approval” statuses that the application can automatically assign to an “approved” invoice.
Workflow Limitations: A Ready for Payment invoices’ status cannot be updated from Ready for Payment to any other status in the application other than Paid if the invoice has been exported with a payment file, otherwise the vendor has the option to Void the Ready for Payment invoice if the carrier allows.
The Firm cannot edit or delete Ready for Payment invoices. Ready for Payment invoices can be updated via the UpdateInvoiceStatus API to any other status that the workflow requires (Awaiting Payment for example).
Approved
The Approved status is one of the two available “approval” statuses that the application can automatically assign to an “approved” invoice. An Approved invoice can be marked as any other status by the carrier client in the application or via API. The Firm can edit or delete an Approved invoice.
Workflow Limitations: NA
Internal Approved
The Internal Approved status indicates that the invoice has met the scope of the fee schedule and rules engine and can be associated with the Ready for Payment or Approved status.
The major difference here is that the Internal Approved invoices is not yet visible to the carrier-client and will need to be reviewed and approved by the Vendor Admin before the invoice can be paid by the carrier-client.
Pending/Submitted - Awaiting Payment
The Pending status is the status assigned to an invoice upon submission where the application’s fee schedule and rules logic dictates that some type of carrier client review is required.
An invoice will be assigned the Pending status for various reasons including Duplicate Invoice Alerts, Manual Claim Alerts, Additional Expenses, or Units of Measure (see Pending Alert document for support). The Firm can edit or delete a Pending Invoice.
Workflow Limitations: NA
Internal Pending
The Internal Pending status indicates that the invoice has not met the scope of the fee schedule and rules engine, and can be associated with the Pending/Submitted - Awaiting Payment status.
The major difference here is that the Internal Pending status is not yet visible to carrier-client and will need to be reviewed and approved or rejected by the Vendor Admin before the invoice can be paid by the carrier-client.
Under Review
The Under Review status is typically used as a placeholder status for those invoices that have been identified as needing a more in-depth review and have not yet been Approved/Ready for Payment or Rejected.
Workflow limitations: NA
Rejected
The Rejected status indicated that the carrier client reviewed an invoice and identified that the invoice should either be edited or deleted for resubmission. The Firm is notified when an invoice is marked as Rejected by the carrier client.
Workflow Limitations: NA
Internal Rejected
The Internal Rejected status indicates that the invoice has been reviewed and Rejected by the Vendor Admin and should either be edited or deleted. Look for comments left by your Vendor Admin to determine the right course of action.
Active
The Active status is not widely used but can facilitate more specific workflow needs and can indicate that an invoice is in a holding pattern but is still Active. The Firm can edit or delete an Active invoice.
Workflow Limitations: N/A
Inactive
The Inactive status is not widely used but can facilitate more specific workflow needs and can indicate that an invoice is no longer active. The Firm can delete an Inactive invoice.
Workflow Limitations: The Firm cannot edit an Inactive invoice.
Payment Received
Indicates that an invoice has been reviewed, approved, and paid by the carrier. It is the final status of an invoice in the VIP Software.