Rho's Bill Pay system uses specific statuses to help your team manage the processing, paying, and reconciling of your payables. Bills and payments are organized into one streamlined workflow, making it easier to track and act on your payables.
Bill and Payment Statuses
Below is a list of the statuses you may encounter in Bill Pay, along with what each status means and the actions available to you at each stage.
Draft
What it means: The bill has been submitted via the Bill Pay Inbox or platform upload but requires additional information or review.
Actions you can take:
- View: Review and edit the bill details.
- Add Payment Details: When you click Add Payment Details, the bill moves to the next state, Missing Payment Details, where you can add the missing payment information to proceed.
- Archive: If the bill is no longer needed, you can archive it. All archived bills are moved to the archived section of the bills page.
- Mark as Paid: Indicate that the bill has been paid outside Rho and will be moved to the archived section of the bills page.
Missing Payment Details
What it means: The bill is complete, but payment details are missing or incomplete.
Actions you can take:
- View: Review the bill and provide the missing payment information.
- Archive: If you decide not to proceed with this bill, you can archive it.
Ready for Payment
What it means: The bill and payment details are complete and the bill is ready to be paid.
Actions you can take:
- Pay: Initiate the payment process.
- Send to Approvals: If approvals are required, send the bill for approval.
- Archive: You can archive the bill if it's no longer needed.
Awaiting Approval
What it means: The bill payment requires approval before it can be processed.
Actions you can take:
- Approve & Pay: If you're an approver or have the necessary permissions, you can approve the bill and initiate payment.
- Approve: Approve the bill without initiating payment.
- Reject: Reject the bill if it's not approved for payment.
Payment Scheduled
What it means: The payment for the bill is scheduled.
Actions you can take:
- View: Review the bill and payment details.
- Revoke: Cancel the scheduled payment if necessary.
Paid
What it means: The bill payment has been processed and settled.
Actions you can take:
- View: Review the bill and payment details.
Paid Externally
What it means: The bill has been paid outside of Rho Bill Pay.
Actions you can take:
- View: Review the bill details.
Failed Payment
What it means: The payment for the bill failed to process.
Actions you can take:
- Retry: Attempt to process the payment again.
- Archive: Archive the bill if you choose not to retry payment.
Archiving Bills and Payments
At any point when a bill is in Draft or Missing Payment Details status, you can choose to archive it. Archiving a bill removes it from your active workflow but keeps a record for future reference. When archiving, you can specify the reason.
Actions Overview
Tips for Managing Bills
Bulk Actions: For certain statuses, you can perform actions on multiple bills at once. The available bulk actions include:
- Draft or Missing Payment Details statuses:
- Archive
- Mark as paid
- Ready for Payment status:
- Schedule
- Update payment date
Keep Information Updated: Ensure all required fields are filled out to move bills through the workflow smoothly.
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