Understanding Bill Statuses
Every bill in AccuArk has a status that reflects its current state in the payment lifecycle. Statuses help you quickly assess which bills need attention and which are fully resolved. This guide explains each status, how statuses are assigned, and how the system updates them automatically.
The Eight Bill Statuses
New
A bill receives the New status when it is first created and saved. This indicates that the bill has been entered into the system but no payments have been recorded against it yet. New bills appear in the Bills Browser with an indigo-tinted color scheme when color coding is enabled.
Unpaid
Once a bill has been processed or acknowledged but still has an outstanding balance and its due date has not passed, it is marked as Unpaid. The Unpaid status is the standard working state for bills that are current and awaiting payment. The Bills Browser enhances the display of unpaid bills by showing "Due today" or "Due in X days" when the due date is approaching within the next 14 days.
Paid
A bill moves to Paid status when the total payments recorded against it equal or exceed the bill amount (after accounting for returns). Paid bills have a green color scheme in the Bills Browser, making it easy to see at a glance which bills are fully settled.
Overdue
When a bill's due date has passed and the bill has not been fully paid, the system automatically updates the status to Overdue. This happens in two ways:
- Automatic detection on load — When the Bills Browser loads bills from the database, it checks each bill's due date against the current date. Bills that are past due and not yet paid or cancelled are flagged as overdue and their status is updated in the database.
- Bulk status update — Clicking the "Update All Bill Statuses" button on the Bills Browser toolbar scans all bills and updates overdue statuses.
Overdue bills have a red/orange color scheme to draw immediate attention.
Cancelled
A bill is marked as Cancelled when a user with the FIN_CANCEL_BILL permission clicks the Cancel Bill button on the bill form and confirms the action. Cancelled bills cannot receive further payments and their payment section is disabled. Cancelled bills have a gray color scheme.
Due Today
Due Today is a display-enhanced status that appears when an unpaid bill's due date is exactly today. In the Bills Browser, instead of showing "Unpaid," the status column displays "Due today" with an amber/orange color scheme. This draws attention to bills that require same-day action.
Due Soon
Due Soon is a display-enhanced status that appears when an unpaid bill's due date is within the next 1 to 14 days. The Bills Browser shows "Due in X days" (for example, "Due in 3 days") with a light yellow color scheme. This gives you advance warning of upcoming payments.
Overpaid
If the total payments and credits on a bill exceed the bill amount, the bill shows an Overpaid status. This can happen when a payment is recorded for more than the remaining balance, or when the bill amount is reduced after payments have already been made. Overpaid bills have a pink color scheme to flag the anomaly for review.
How Statuses Are Set
Automatic Status Assignment
Most bill statuses are set automatically based on the bill's financial state:
| Condition | Resulting Status |
|---|---|
| Bill just created, no payments | New |
| Balance remaining, due date not passed | Unpaid |
| All payments received, balance is zero | Paid |
| Due date has passed, balance remaining | Overdue |
| Payments exceed bill amount | Overpaid |
Manual Status Assignment
Only the Cancelled status is set manually by a user action. All other statuses are derived from the bill's financial data and dates.
Display-Only Statuses
Due Today and Due Soon are display enhancements of the Unpaid status. They do not change the underlying status stored in the database. The Bills Browser calculates these on the fly based on the current date and the bill's due date. This means the same bill might show "Due in 5 days" today and "Due in 4 days" tomorrow without any database change.
Filtering by Status
The Bills Browser provides a status dropdown filter that lets you view bills by their status. When you select a specific status:
- All — Shows every bill regardless of status
- Overdue — Shows only bills whose status is Overdue, including bills that were just flagged as overdue during the current load
- Other statuses filter to their exact match
The status filter combines with the vendor filter, date range, and location filter for precise results.
What to Read Next
- Bill Status Color Coding — Visual reference for all status colors
- Recording Payments on a Bill — Reduce a bill's balance and change its status
- Canceling a Bill — Mark a bill as cancelled