Change document status

Sort, route, and manage outstanding documents by assigning them to one of several statuses. Arranging documents by status makes it easier to track, investigate, and collect unpaid invoices.

Steps

Select Accounts and then go to the relevant account record.
Scroll down to Overview outstanding documents.
Select one or more invoices from the table.
Select the status you want to apply - see the sections below for the steps for each status.

Procedure

Select Procedure.
Enter a description of the transaction.
Attach supporting documentation if available.
(Optional) Select Send email to notify the account contact:
- Enter the email addresses of all recipients.
- Select a template and template language.
- Use the Visible documents dropdown to show all documents, only changed documents, or only selected documents.
- Select Change mail to preview or adjust the email.
Select Confirm.

Payment Promise

Select Payment promise.
Enter the promisor’s name.
Select the payment due date.
Enter a description of the transaction.
Attach supporting documentation if available.
(Optional) Select Send email to notify the account contact.
Select Confirm.

Dispute

Select Dispute.
Select a dispute category.
Select a reason for the dispute.
Select the responsible department.
Select an assignee.
Enter a description of the transaction.
Attach supporting documentation if available.
(Optional) Select Send email to notify the account contact.
Select Confirm.

Dispute Approval Required

Select Dispute approval required.
Enter a description of the transaction.
Attach supporting documentation if available.
(Optional) Select Send email to notify the account contact.
Select Confirm.

Payment Plan

Select Payment plan.
Select a calculation type: Simple calculation:
- (Optional) Enable costs and/or interest.
- Select a redemption term: weekly, monthly, bimonthly, or quarterly.
- Select a start date.
- Enter the instalment amount.
Annuity calculation:
- (Optional) Enable costs.
- Enter an interest rate.
- Select a redemption term: weekly, monthly, bimonthly, or quarterly.
- Select a start date.
- Select a first payment date.
- Enter the number of payment terms.
Select Generate a payment plan.
Review the proposed payment plan. For simple calculation plans, you can manually adjust payment dates, amounts, and instalments.
(Optional) Select Send email to notify the account contact.
Select Save payment plan.

Outsourcing

Select Outsourcing.
Select a resolution status: Valid or Invalid.
Select a resolution type.
Select a destination for the document (Outsourcing is selected by default).
Select note visibility: Internal or Shared.
Add notes about the case.
Attach supporting documentation if available.
Select Next.
Enter a description of the transaction.
Select an outsource code.
(Optional) Select Send email to notify the account contact.
Select Confirm.

Contractual Credit

Select Contractual credit.
Enter a description of the transaction.
Attach supporting documentation if available.
(Optional) Select Send email to notify the account contact.
Select Confirm.

Put on Hold

Select Put on hold.
Enter a description of the transaction.
Attach supporting documentation if available.
(Optional) Select Send email to notify the account contact.
Select Confirm.

Paid Online

Select Paid online.
Enter a description of the transaction.
Attach supporting documentation if available.
(Optional) Select Send email to notify the account contact.
Select Confirm.

Frequently Asked Questions

Can I change the status of documents in bulk?

Yes. It is possible to batch-upload documents and assign them to the correct status. Contact the Billtrust Support team to get started.

Need Help?

If a status option is not available for a document, confirm that the document is in the correct current status to allow the transition. Contact the Billtrust Support team for further assistance.