The Status Screen
The Status screen allows you to find and open invoices that have been entered into Payment Services. You can also sort the list of invoices, find invoices based on search criteria to help locate a particular invoice, and view the status of invoices. Also, you can use the
Invoice or the
Report menu of Payment Services to find invoices that have been sent to STARS.
Once an invoice is found, it can be opened to finish the payment process, depending on its status and depending on your role and permissions granted by your Payment Services administrator.
There are two parts of the Status screen:
A long list of invoices will generate “pages” and there will be page numbers at the bottom of the list.
Figure 1 - Status
Invoices with a Payment Request Date (PmtReqDate) older than the current date are highlighted in
PmtReqDate will reflect the either the Payment Date on the
Invoice screen or Payment Request Date on the final
In addition, the “Today’s Batch Number” is displayed at the top of the Payment Services page. When invoice payments are approved and released from Payment Services, they will be automatically assigned this batch number (this applies to all invoice payments released that day).
Figure 2 - Batch number
Click any of the column headers to sort the invoice list in ascending or descending order. For example, click Invoice # to sort the list by invoice numbers or click Total Amount to sort the list by the amounts.
The default view of the Status screen includes past due invoices and invoices with the Payment Date Range set for “Next 30 Days”. You can find invoices by their
Group. Other options include:
1. Select or enter the
criteria (Invoice Date, Status, Vendor Name, etc.).
3. If necessary, click
Reset to reset the search criteria to the defaults.
Figure 3 – Search criteria
4. If desired, use a percent sign (%) as a wildcard in name fields.
Figure 4 - Using the percent sign wildcard
Once you have located an invoice, click
Select to open it and complete the process indicated in the
Status column. If you do not have appropriate permissions to open a document, a message will be displayed stating so.
Figure 5 – Links to open an invoice
Invoices that have been released, but are still on the Status screen are likely to have a
Payment Request Date that has not been reached, or the
Payment Request Date is the current date and those invoices are not sent to STARS until the end of the business day.
If a scanned invoice or other document has been attached, you can view it from the Status screen:
1. Click on the document
icon in the
Atch column. This will open the
Attachments screen in Payment Services. (You could also click
Select next to an invoice on the
Status screen, and then click the
Figure 6 - Scanned attachments icon
View to view the attached document.
Figure 7 - View scanned documents
3. To go back to the Status screen, click the