The Status column in the Documents table shows the current workflow or processing state of each document record. This status helps you quickly identify where an invoice is in the review, approval, or reconciliation process.
Table 1. Document Status Values
| Status Value | Description |
|---|---|
| New | Newly created records that should be reviewed and edited before writing to SoR. |
| Edited | Edits made to records in the Documents tab. |
| Record Needs Review By User | During data extraction, missing or invalid invoice fields were identified and should be checked by the user manually before writing to SoR. |
| Failed to Reconcile | The Write to SoR failed. |
| Upload Started | Shows up when the write to SoR process is initiated |
| Upload in Progress | Write to SoR is in progress. |
| Record Updated | Write to SoR successful and data synced in Auditoria. |
| Total doesn't match line items | The sum of the lines does not add up to the extracted total. |
| Failed to sync to SoR after write | Write to SoR successful, but syncing data back to Auditoria failed. |
| PO Needs Review | PO vendor matches but the PO status is not issued (or open). This status could also be triggered when PO lines are goods type and the vendor bill Rate is greater than the PO Rate or the vendor bill qty is greater than the PO quantity. |
| PO is closed | PO now closed. |
| Bill amount greater than PO Amount | Invoice total is greater than PO amount. |
| Large File Please Review | When AAI receives a larger file (invoice with more than 50 pages). |
| Manual Vendor Bill | Invoice created manually by the user. |
| Review PO Matches | When there is an exact match of a PO, but none of the lines match. |
| Record is Not a Vendor Bill | The attachment is not classified as an invoice. |
| Written to SoR with File Upload Error | Write to SoR is successful but the file upload fails. User can manually attach the file in the SoR and write the record again to dismiss this error. |
| PO has no balance | Matched PO has no available balance. |
| Contract Needs Review | Contract vendor matches but the Contract status is not issued (or open). |
| Reprocessing Document | When a document is being reprocessed |
Tip: Use the Status filter at the top of the table to quickly find documents in a particular workflow state (e.g., all “Record Needs Review By User” or “Edited” records).