Invoice & Pay Statuses

Bruinbuy Plus invoices and payments can have a variety of statuses. Use this page to learn about each one as well as related payment information.

Overview

Once an invoice is submitted to BruinBuy Plus and successfully populated in the system, it enters approval workflow. These invoices have two statuses: invoice status and pay status.

At this time, statuses are only visible to BruinBuy Plus users – most vendors do not have access to this information.

NOTE: If an invoice does not meet submission requirements, it may be rejected prior to posting to BruinBuy Plus. Review the Rejected Invoices web page for additional information.

Invoice Status

Invoice statuses indicate where the invoice is in approval workflow:

Status	Definition
Pending	The invoice is still in approval workflow.
Complete	The invoice has exited approval workflow – the payment is being or has already been processed (see “Payment Status” definitions for additional information).
Rejected	The invoice was rejected during approval workflow (review the Rejected Invoices web page for additional information). Invoices paid via alternative processing method (e.g., PAC or PCard) may show a Rejected status: How to Determine if a BruinBuy Plus Invoice Was Directly Processed in PAC guide How to Determine if a BruinBuy Plus Invoice Was Paid with a PCard guide

Status

Definition

Pending

The invoice is still in approval workflow.

Complete

The invoice has exited approval workflow – the payment is being or has already been processed (see “Payment Status” definitions for additional information).

Rejected

The invoice was rejected during approval workflow (review the Rejected Invoices web page for additional information).

Invoices paid via alternative processing method (e.g., PAC or PCard) may show a Rejected status:

NOTE: Invoice statuses don’t currently capture holds or matching exceptions. Access the Irregular Invoice Resolution web page to learn more.

Pay Status

An invoice’s pay status provides details on the vendor’s payment:

Status	Definition
In Progress	The invoice is still in approval workflow and is not yet ready for payment.
Payable	The invoice has completed approval workflow and has been sent to UCLA’s back-end payment system for processing. NOTE: Invoices remain in this status until the listed BruinBuy Plus invoice due date.
Paid	The payment has been issued to the vendor.
Canceled	The invoice was canceled OR the payment was voided in UCLA’s back-end payment system. An explanation of the cancelation should be in the invoice comments. TIP: Invoices paid via alternative processing method (e.g., PAC or PCard) may show a Canceled pay status – review the invoice comments and history for details.

Payment details can be found under an invoice’s Payment Information section (review the How to View Payment Status guide for step-by-step directions).

NOTE: Complete payment information will not populate until an invoice has a Paid pay status.

Field	Definition
Pay Status	The status of the vendor’s payment
Accounting Date	Defaults to the date the invoice populated in BruinBuy Plus
Payment Method	How the payment was issued: Check Credit Card (Payment Plus) EFT (in-house ACH payments) Paymode-X (only applies to vendors who elected this payment method prior to March 8, 2023) Wire / Western Union Zelle For more information, visit the Payment Methods web page.
Payment Record No.	The payment number (i.e., check number, electronic transaction number)
Payment Record Date	The date the payment was issued: Electronic payments should post to the vendor’s account within two to four days of this date. Check payments are normally sent via USPS and should be received within approximately two weeks.