When uploading invoice data into PaymentWorks, one of the required fields in the upload file is the StatusCode field. This field represents the alphanumeric code used by your financial system to describe the approval status of an invoice (e.g., “Paid”).
To ensure proper categorization of invoice statuses within PaymentWorks, you must map your internal status codes to PaymentWorks’ five standard status descriptions: Received, Approved, Exception, Rejected, and Paid.
This mapping is required before activating your account.
Steps to Map Internal Invoice Status Codes
Follow these steps to set up your status code mappings:
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Access the Mapping Tool:
Log in to PaymentWorks and navigate to the Invoice Status Mapping section. -
Add a Status Code Mapping:
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Enter Your Internal Status Code:
Input your internal code as it appears in the StatusCode field in your upload file. Ensure it matches exactly. Internal codes can be alphanumeric and up to 5 characters. -
Add a Description:
Provide a descriptive label for your internal code. Suppliers will see this description when viewing their invoices, so ensure it is clear and user-friendly. -
Select a Standard PaymentWorks Status Code:
Choose the standard PaymentWorks status to which your internal code will map.
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Save Your Mappings:
Once the mapping is complete, click Save to finalize. -
Edit or Delete Mappings:
- To modify a status code, select the code, make the necessary changes, and save.
- To delete a status code, select it and click Delete.
PaymentWorks Standard Status Codes
Below are the standard status codes in PaymentWorks and their general descriptions:
- Paid: Indicates the invoice has been paid.
- Rejected: Indicates the invoice was not approved or is invalid.
- Approved: Indicates the invoice has been approved for payment.
- Received: Indicates the invoice was received but not yet processed.
- Exception: Indicates an issue or error was identified with the invoice.
Key Notes
- Mapping ensures consistency in how your invoices are categorized and displayed to suppliers.
- Suppliers will see both the PaymentWorks standard status descriptions and your internal descriptions when viewing invoices.
- Status codes can be updated or deleted at any time if changes to your system occur.
For More Information
Check out the Knowledge Base article on Mapping Your Internal Invoice and Supplier File Upload Fields for additional guidance.
If you have further questions, contact PaymentWorks Support.