About document statuses

In Collections, all outstanding documents are assigned a status. These statuses help you create effective collection procedures and track outstanding documents of every kind.

Procedure

Procedure is the default status for all incoming outstanding documents.

Payment Promise

When accounts make payment promises, the relevant documents are transferred to a Registered promises list on the Worksheet. If accounts fail to keep these promises, the documents move to a Broken promises list. These lists make it easy to monitor promises and intervene accordingly.

An account is added to the Broken promises list after one document exceeds the promise date. After the account agrees to a new promise date, move the document(s) back to Procedure and then to Payment Promise. Enter the new promise date.

Dispute

The Dispute status tracks documents that accounts have contested - for example, due to broken merchandise or overcharges. While a document is in dispute, its days in procedure are frozen. If the dispute is rejected, the document moves back to Procedure and the existing workflow resumes - days in procedure begin accumulating again.

See Manage Cases for information on managing disputes.

Payment Plan

This status tracks documents that accounts have agreed to pay in instalments. See Create Payment Plans for instructions.

Outsourcing

When documents complete a procedure flow, they are moved to Outsourcing automatically after the final procedure step is executed. Outsourced documents remain outstanding in Collections until they have been archived (paid or credited). Use the Outsourced accounts list on the Worksheet to track documents in Outsourcing.

Note: If you do not block an outsourced account from making future purchases, their outsourced documents will remain in Outsourcing status, but new invoices will trigger a regular procedure flow.

Custom Statuses

In addition to the five standard statuses above, you can create custom statuses specific to your organization or workflow. For example, you may need to indicate that documents are being paid in cash or via direct debit. Contact the Billtrust Support team for help creating new statuses and tracking lists.

Need Help?

If a document is not appearing in the expected status list on the Worksheet, confirm that the status was applied correctly and that the most recent import completed successfully. Contact the Billtrust Support team for further assistance.