What are the different statuses of a payment request (PAY)?

payment request (also known as PAYs) take the following statuses: Processing > Sending > Scheduled > Paying > Paid.

Processing

• The PAY is created when an invoice is fully approved and begins reconciliation. PAYs begin with a status of Processing. While in this status, there is no action needed to be taken on the PAY.

Sending

• After the invoice reconciliation (IR) completes any necessary approvals, the invoice is considered approved for payment.
  • A PAY temporarily moves to the Sending status while the payment schedule is added to the payment requests files (also known as the OK2PAY files). These files are in the comma-separated value (CSV) format.
  • If working with a supplier enabled on the SAP Business Network, the payment schedule is also forwarded to their SAP Business Network account.
• If a PAY does not reach its intended destination, the PAY remains in the Sending status, the IR moves into Paying Failed status, and an email is sent to the Payment Administrator.
  • To attempt to resend the PAY data, edit the PAY or IR and save the changes.
  • A system back-end task will automatically run to retry the send operation with the updated data.
• While the PAY is still in a Sending status, the option to Force Send is available.
  • This option updates the status to Scheduled, but makes no other changes and does not attempt to send updates to the supplier or to the OK2PAY file.
  • Only use Force Send to indicate that payment information will be sent another way, outside of Ariba.

Scheduled

• Once the payment schedule has successfully been added to the OK2PAY files and forwarded to the SAP Business Network, the PAY moves to Scheduled status.

Paying

• Remittance details, confirming the occurrence of an actual transaction, are imported into Ariba as a Payment Transaction (PMT). After a PMT is matched to a PAY, the PAY status moves to Paying.
• While the PAY is still in a Paying status, the option to Force Pay is available.
  • This option updates the status to Paid, but makes no other changes and does not attempt to send updates to the supplier.
  • Only use Force Pay to indicate that payment has already taken place, and that any status updates will be sent outside of Ariba.

Paid

• Every PAY is configured with a payment method (Wire, Check, etc.). This will affect when the PAY updates to Paid status.
  • Each payment method has a clearance period, intended to allow time for the payment to clear through any processing between the transacting parties. For example, one day for wire, ten days for check, etc.
  • The PAY will automatically move to a Paid status once the clearance period passes. No action is required from any user or administrator.
  • This is the final status of a PAY.
• For example, if a PAY moves to the Paying status on Monday, and its payment method has a clearance period of "3," then the PAY will move to Paid status on Thursday (three days after the transaction takes place).

Please refer the documentation Payment document status flow for more information.

Invoicing > Payment Remittance
Invoicing > Payments & Remittances
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