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


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Withdrawn

EMSS or colleague has withdrawn the coding notification from the department.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