Approval, Account Coding & Validation Statuses

Modified on Wed, 6 Oct, 2021 at 2:44 PM

In this article, you can find explanations for each of the statuses against invoice Approval, Account Coding and Validations, as well as the necessary action that is required.

Choose which status type you are looking for using the below list:

Approval Statuses
Account Coding Statuses
Validation Statuses

Approval Statuses

Approval Status	Meaning	Action required	Action Required By
Workflow approved	Either A) The record is out for coding or B) the record has been out for coding and approval, and is now going through for payment	A) Coding by the department. B) No further action required and will go on next available pay run for supplier subject to credit balance on the supplier account	A) Coding by department. B) NFA
Initiated	Approval has been initiated to the budget holder	Budget holder to approve notification through Fusion	Budget holder
Rejected	Either A) Rejected by budget holder or B) There is no budget holder assigned for the budget code entered on the coding notification	A) Department to reassess the budget entered to identify if if accurate or requires re-submitting through workflow for different code. B) Either TAT or POP to rectify budget escalation route	A) Department. B) TAT or POP

Account Coding Statuses

Account Coding Status	Meaning	Action required	Action Required By
Withdrawn	EMSS or colleague has withdrawn the coding notification from the department. Either to then send elsewhere, or match to a PO	Either A) New departmental contact to be entered and coding notification sent to or B) Match to PO	EMSS
Initiated	Coding notification has been sent to the departmental contact for coding of the record	A) Departmental contact to enter budget code they require the expenditure or credit against or B) If using a PO, advise EMSS through the PO Matching form which PO they require this attached to	Departmental contact
Complete	Coding notification has been successfully actioned with a budget code entered	NFA required	NFA
Required	Fusion record has recently been added and coding notification has not yet been sent out. This will be automatically sent to the department contact entered on the auto-run at 6pm each night	NFA required	NFA
Needs review	Fusion record has been entered without a departmental contact or PO matched	EMSS to rectify and enter departmental contact on record	EMSS
Returned	Coding notification has been returned by the departmental contact who received it initially	Departmental contact to advise EMSS they do not believe this is for themselves, and potentially advise of alternative contact	Departmental contact

Validation Statuses

Validation Status	Meaning	Action required	Action Required By
Needs revalidation	The fusion record requires further action to validate for payment	The record may either be A) sent for coding with departmental contact to code to correct budget through notification or B) record is matched to a PO, and is on hold. Hold notifications will have been sent automatically to the PO requester to advise of hold reason and departmental contact to arrange rectification of hold(s)	Departmental contact
Validated	Record is validated on the ledger and is either A) matched to a PO and there are no holds, which will then go through for payment or B) has been coded but is now out for approval with the budget holder	A) NFA B) Budget holder to approve so that the record will be picked up on next available pay run	A) NFA B) Budget holder
Not validated	The Fusion record has only just been processed onto the ledger and validation rule has not been actioned yet (this runs automatically at 6pm each night)	NFA required	NFA