Requests and purchase orders are assigned statuses that reflect their stage in the lifecycle, as well as whether the requested quantities and amounts match what has been delivered and paid.
Request lifecycle statuses
Draft – The request is in the Submit tab and needs to be submitted.
Pending review – The request is in the Review tab (if reviews are part of the workflow) and awaits review by assigned employees.
Pending approval – The request is in the Approval tab and awaits approval by assigned employees.
Scheduled – The request is recurring and is scheduled for a future date according to the original settings.
Returned – The request is in the Submit tab after it has been returned to the employee for updates.
Open – The request is approved and currently in the process of delivery and/or payment.
Closed – The request is closed, either manually or based on auto-close rules set by your company’s Payhawk Administrator.
Depending on the quantity and quality match
Depending on the settings defined by Payhawk administrators, the system performs a two- or three-way matching for requests - it compares the originally requested number of units and net price on the purchase with the goods received note (GRN) and invoices before payment and displays a corresponding status for each.
The individual statuses of each line item of the request can be any of the following:
FULL - The received quantity matches the requested quantity.
MATCHED - The invoiced amount matches the requested amount.
N/A (for received quantities) - Not required.
NONE - The receipt note or invoice is not uploaded.
PARTIAL - The received quantity or the invoiced amount is less than the requested one.
DISCREPANCY - The received quantity or the invoiced amount is more than the requested one.
The status of the request is the aggregated status of each line item and can be any of the following:
FULL - All lines are in status FULL.
MATCHED - All lines are in status MATCHED.
N/A (for received quantities) - Not required for any lines.
NONE - All lines are in status NONE or N/A.
PARTIAL - No items are in discrepancy, and the invoiced amount of all lines is less than the total amount of the request.
DISCREPANCY - At least 1 item is in discrepancy status.
