Job Status

A guide to understanding each job status in OpenEnvoy

The status for all Active jobs is listed on the jobs page. Go to the jobs page by clicking Jobs in the left navbar. Here you will see the status for all active jobs by default. 

You can view the status of Completed jobs by clicking on the dropdown at the top of the page.

Active Jobs

Active jobs are inclusive of jobs which are in the process of being matched, have been flagged with a discrepancy, require additional documentation to complete an audit, or have been escalated to a supplier due to a dispute. These are the only jobs users are required to review. 

Active jobs include the following job statuses

Matching 

Newly created jobs will have "Matching" status. When a job has the "Matching" status, most of the job details page will be unpopulated and greyed out. Depending on the number of documents and complexity, the matching process may take up to 24-hours to complete.

Conflict

A job status will change to "Conflict" when a discrepancy is found during the matching process. The system will prompt the job owner to review the conflict, with the option to skip that step. In some instances, notes will be included which identify specific discrepancies within documents related to the job.

Clicking "Review conflicts" takes you to the Results tab, which shows an itemized list of the discrepancies highlighted in red. In most instances, resolving a conflict will require uploading new, correct versions of documents. If you choose to, you can mark the job complete without resolving the conflicts. Otherwise, you will start the recovery process by initiating a dispute.

Dispute

Jobs in dispute status are in the process of having conflicts resolved. Changing a job's status to "Dispute" enables you and your team to easily identify jobs where a conflict exists but an action to resolve them has already been taken. These actions can include reaching out to the respective provider to request a refund or a credit. 

Once a job is in "Dispute" status, there are several ways it can be marked as "Completed".

If you have resolved the conflict with the supplier and the full amount of the discrepancy has been recovered, you can indicate this while marking the job as complete. When you do, you'll be prompted to upload the correct documentation (optional), which will be run through the matching process for verification. If you choose not to upload the correct documentation, the job will be marked as complete with no discrepancy, but the documentation for your job will not match.

If you recovered a different amount from your supplier, choose that option and enter the recovered amount. You'll be prompted to upload the correct documentation (optional), which will be run through the matching process for verification, and to record notes about the recovery.

If you were unable to recover anything from your supplier, choose that option, and follow the steps.

View our Guide to Disputes to learn more about dispute management.

Pending

A job is moved into "Pending" status when additional information is required. View the job and click on the Results tab. The Results tab will have a note describing what information is required to resolve the Pending status. Upload the documentation required for the job to continue processing.

Verifying

A "Verifying" status is part of the dispute workflow and occurs when the system is performing verification once a final invoice is uploaded to either recover the discrepancy amount or enter a different invoice amount.

Review & Approve

Once the dispute process has finished, the last step in the workflow is reviewing the dispute results and either approving or rejecting those results.

You may determine ‘approver’ and ‘reviewer’ roles in the Teams section of the Workspace.

  • The job owner can act as both ‘approver’ and ‘reviewer’

Or

  • The job owner can be the ‘approver’, and
  • One or more users can be the ‘reviewer'.

To review dispute results, a user can view a job and click ‘Review & Approve’ to start the review process. The system will prompt the user to view a summary and enter optional comments. 

When ‘Approve’ is clicked, the job will move into Approved status and be viewable under Completed jobs. 

When ‘Reject’ is clicked, the job status changes to Conflict, which triggers a notification to the job owner. The system will require a comment to indicate why the job was rejected, and the comment will be displayed in the Conflict notes area. The job will remain on the Active list for the owner to review and take action.

Completed Jobs

Completed jobs are inclusive of jobs that have been audited and have no discrepancies, have met a threshold for approval, or have been flagged as containing a duplicate invoice. Users are not required to review these jobs as they have been fully processed. 

Completed jobs’ include the following job statuses

Approved

The "Approved" status indicates a user or the system marked the job as Approved. This is the result of the job being reviewed and determined it can be approved, for example, the job discrepancy fell within the approved threshold difference.

The OpenEnvoy administrator may also set threshold approvals, which allows the system to automatically detect if a discrepancy falls within that threshold. If the discrepancy is within the threshold, the job is automatically identified as Approved and filed under the ‘Completed jobs’ list view. 

Matched

The "Matched" status indicates jobs which have been fully matched during the auditing process by the system and require no further review. 

Duplicate

The system is able to automatically categorize a duplicate invoice. If a duplicate invoice is detected, the job status will be marked with a "Duplicate" status, and the job will be listed as Duplicate under the ‘Complete jobs’ list view.

Archived Jobs

Jobs that have been determined 'ready-to-store' can be sent to the Archived Jobs section. These can include erroneous jobs that do not need to be reviewed or historical jobs that are no longer active (ie: over a year old). 

Notifications

Most jobs are processed and matched within a few hours. Some complex jobs may take up to 72 hours to process. In addition to the jobs page, job status updates are posted to the notifications page and notifications can be sent via email and SMS. To view notifications, click "Notifications" in the left sidebar. Each row links directly to the job details page.

Notifications Page-1