Understand payables payment statuses
Payment Status
When you make a payment, a payment record is created. Below is a list of statuses a payment can be in along with explanations for each status. Payment status can be found on the Pay bills page or the vendor's record.
| Payment Status | Explanation |
|---|---|
| Scheduled | You have used the Key CashFlow system to make a payment, but funding for the payment hasn't been initiated yet. Payments with the Scheduled status can be canceled up until 4 pm Pacific Time / 7 pm Eastern Time on the day the funds will be deducted from your bank account. Once the funds have been deducted from your bank account, vendors are paid without further actions needed (unless there are exceptions, for example: insufficient funds; i.e., insufficient funds). |
| Processing | Funding has been initiated, meaning we’ve begun the steps needed to withdraw the funds, and the scheduled payment can no longer be canceled. You can request a payment in Processing 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 | A paper check payment has been mailed to your vendor, but your vendor hasn't cashed it yet. The Delivery 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 void a check payment, 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. Contact your vendor and tell them not to cash the check. If you still need to make that payment, you will need to schedule a new payment. When the check expires, the funds will automatically remit to your bank account. |
| Returned | A paper check payment that has been returned to us as undeliverable by USPS will have the status of "returned." Returned checks are destroyed upon delivery back to us. If you still need to make that payment, after correcting the issue that caused a payment to be returned, you will need to void the payment and schedule a new payment. |
| Completed | A payment has the status of completed once a paper check has been presented for deposit or cashed, or an ePayment has successfully deposited to your vendor's bank account. |
| On hold | A payment may be on hold if there is an issue with the bank account, or for various reasons. If you see this status and have questions, feel free to contact Customer Support by selecting Contact Us for details. |
| Canceled | A payment was canceled before funds were withdrawn. |
| Void Pending | A payment processed, but you have requested that it be voided. When a payment is requested to be voided, it is contingent on a successful stop payment. Stop payments are on a best-effort basis. |
| Voided | A payment processed, but was subsequently voided. When a payment is requested to be voided, it's contingent on a successful stop payment. |
| Failed | Failed payments are ePayments of any type 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. If you still need to make that payment, after correcting the issue that caused a payment to fail, you will need to void the payment and schedule a new payment. |
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