Bottomline Paymode (Nexus
Payables) Status Guide SOP
System: Bottomline Paymode (Nexus
Payables)
Purpose: Standardize understanding and handling of invoice statuses
1. OVERVIEW
This SOP defines the meaning of invoice statuses in Bottomline Paymode (Nexus
Payables) and outlines required actions.
2. STATUS DEFINITIONS & ACTIONS
IN PROGRESS
Definition: Invoice is actively being entered, reviewed, or coded but has not
yet been submitted for approval.
Common Reasons:
- Invoice
data entry in progress
- Missing
GL coding
- Supporting
documentation not attached
PENDING APPROVAL
Definition: Invoice has been submitted and is awaiting approval from designated
approver(s).
Common Reasons:
- Approval
workflow initiated
- Waiting
on Property Manager (PM), Regional Manager (RM), or other approvers
REJECTED
Definition: Invoice was rejected during the review or approval process.
Common Reasons:
- Incorrect
amount or duplicate invoice
- Wrong
vendor or property
- Missing
or invalid documentation
- Budget
or contract issues
ON HOLD
Definition: Invoice processing is paused due to an issue that must be resolved
before approval/payment.
Common Reasons:
- Vendor
compliance issues (NetVendor)
- Invoice
dispute
- Contract
or budget review
COMPLETED
Definition: Invoice has been fully approved and is on AP’s dashboard for final
review/approval.
Common Reasons:
- AP
needs to review and approve. Once approved by AP, it transfers to Yardi.
SENT/ POSTED
Definition:
The invoice has been fully approved in Nexus and transmitted to the
accounting system (Yardi).
Common Reasons
- Batch
export from Nexus completed
- Integration/API
pushed invoice to Yardi
- Eligible
for check run / ACH / vCard