Understand bill and payment statuses

In Key CashFlow℠, bills move through the approval stage, if using approval workflow, and then through the payment stage. At each stage, the status of a bill will change. Familiarizing yourself with the meaning of each bill status will help you manage your payables more efficiently.

Bill Status

Bill Approval Status Explanation
Unassigned - All new bills entered into the system will default to "Unassigned", until you assign at least one approver to it
- Depending on your company's Approvals settings "Unassigned" bills can be processed, and paid without the involvement of another individual
Assigned The bill has been routed for approval, but the first person on the approver list hasn't approved it yet
Approving The bill has been approved by at least one approver, but has not yet been approved by all assigned approvers
Approved The bill has been approved by all approvers assigned to the bill
Denied - The bill has been denied for payment by at least one approver
- The person responsible for managing bills in the company will receive an email alert that a bill has been denied, and will need to review the bill either to correct errors and re-route it for approval, or deactivate it

Payment Status

When a bill payment is initiated, a bill payment record is created. Below is a list of explanations for each status. Payment status can be found on the Payments Out page, or the payments tab on the vendor's record.

Tip: Search the payment confirmation number in the search bar to quickly find an individual payment and check the status

Payment Status Explanation
Scheduled The bill payer has used the Key CashFlow system to pay this bill online, but funding for the payment hasn't been initiated yet. Bills with the "Scheduled" status can be canceled up until funding has been initiated (i.e., before the Process Date). When bills are scheduled to be paid online, the funds will be withdrawn on the Process Date, and vendors are paid without further actions needed (unless there are exceptions).
Processed Funding has been initiated, meaning we’ve begun the steps needed to withdraw the funds, and the scheduled bill payment can no longer be canceled. You can request a payment in Processed status to be voided. When you request that a payment be voided, you are requesting a stop payment. Stop payments are on a best-effort basis.
Sent Your payment is in progress but check information is not yet available.
Check Issued A paper check payment has been mailed to your vendor, but your vendor hasn't cashed it yet. The Arrives By date shown on the payment screen is an estimated arrival date and is dependent on USPS delivery. A payment that has already processed can't be canceled. You can request a void for a check payment that has already been sent. When you request that a payment be voided, you are requesting a stop payment. Stop payments are on a best-effort basis.
Uncashed A paper check payment has the status of "uncashed" once we've mailed the check to your vendor, and it has not been cashed for over 20 days. A sent bill payment can no longer be canceled. You can request a payment in sent status to be voided. When you request that a payment be voided, you are requesting a stop payment. Stop payments are on a best-effort basis.
Expired A paper check payment has the status of "expired" once we have mailed the check to your vendor, and it was not cashed within 90 days. An expired check payment can no longer be cashed. You will want to contact your vendor, tell them not to cash the check, and schedule a new payment. When the check expires, the funds will automatically remit to your originating bank account.
Returned A paper check bill payment that's been returned to us as undeliverable by USPS/FedEx/UPS will have the status of "returned." Returned checks are destroyed upon delivery back to us. The payer in your account will want to void the payment, confirm the correct address with the vendor, and schedule a new payment.
Cleared The payment has the status of "cleared" once a paper check has been cashed, or any other payment type has been successfully delivered to your vendor via the selected method. You can only request a void at this stage if there's suspected fraud or the payment was disbursed to the wrong account, not owned by the intended vendor.
On hold A bill payment may be on hold if your account is pending verification, if there's an issue with the bank account, or various reasons. If you see this status and have questions, feel free to contact Customer Support for details.
Canceled The bill payment was canceled before funds were withdrawn. This bill won't be paid. The payment will have to be re-scheduled, or the bill should be deactivated (i.e., removed from your Key CashFlow queue).
Void Pending The payment processed, but you have requested that it be voided. When an "online" bill payment is requested to be voided, it's contingent on a successful stop payment. Stop payments are on a best-effort basis, and will be in this status until the void request is completed
Voided The payment had been made, but was subsequently voided. When an "online" bill payment is requested to be voided, it is contingent on a successful stop payment.
Failed Failed payments are payments of any type, other than paper checks, that were unable to be successfully delivered for various reasons; closed destination bank account, payment declined by destination bank, incorrectly entered bank information, etc. If you see this status and have questions, feel free to contact Customer Support for details.

Things to know

  • Not every bill or payment goes through each status