Understanding the Ready to Export, Exporting, and Awaiting Confirmation Statuses
An Export status is any status which indicates that an invoice is in the process of exporting its data to your ERP. These are the three Export statuses:
Ready to Export
Exporting
Awaiting Confirmation
The remainder of this article will explain the purpose of these statuses, and the processes that trigger invoices to move to them.
Ready to Export
Ready to Export is a status to which invoices move after they've been fully validated through the Nimbello Workflow and are preparing to export to your ERP. When our scheduled Export job runs, any invoice in this status will be run against our AP Review rules to check if the invoice still needs to be held for review. If the invoice passes these rules, it will briefly move to the status ‘Exporting,’ which is the next Export status that will be discussed.
Exporting
Invoices in an Exporting status will have previously been in a Ready to Export status, and will have then passed the AP Review rules after the Export job started running. The purpose of the Exporting status is to indicate that Export files are in the process of being produced for the invoices in that status.
If you require both PO and Non PO processing, two Export files will be produced; one will be for PO invoices, and one for Non PO invoices. Invoices will be in an Exporting status only briefly, usually for a few seconds, as they are only in this status until the Export files are produced.
Awaiting Confirmation
Invoices move to an Awaiting Confirmation status after passing through Ready to Export and Exporting. The purpose of this status is to indicate that the Export job ran, and that an Export file was produced, but that we have not yet received confirmation from your ERP that the invoice was received. We always want to ensure that the data we are sending out is received, and so this status is useful for that purpose.
After your ERP attempts to import our Export file, we are sent a Confirmation/Error file by your ERP which indicates whether the invoice was received or rejected. Once we receive that Confirmation/Error file, the invoice will usually move to a Posted status, and will occasionally move to a Failed Import status. An invoice will move to a Posted status if the Error/Confirmation file confirms that the invoice was received by your ERP; an invoice will move to a Failed Import status, with an error message generated by your ERP, if your ERP rejects the invoice.
If an invoice fails to move out of the Awaiting Confirmation status after more than one business day, we are alerted of this problem and begin researching. If we find that we produced an Export file, but received no Confirmation/Error file, we will notify you and ask if you've received this invoice in your ERP. If you have received it, we can status change the invoice to a Posted status. If you've not received it, we can re-export the invoice to see if you will receive it if we send it again.