Change the Status of Bills

Purpose: Use this document as a reference how to change a bill (or multiple bills) status in PeopleSoft.

Audience: Finance Staff

You must have at least one of these local college managed security roles:

  • ZZ Grant Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Change the Status of Bills

Use this page to update a single bill or a range of bills from one status to another.

Navigation: Billing > Maintain Bills > Change Status of Bills

  1. The Bill Status Change search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA010_CHANGE_BILL_STATUS (College, Process).
  3. The Change Status of Bills page will display.
  4. In the From Status section, select the current status of the existing bill(s). Available options:
    • New.
    • Hold.
    • Pending.
    • Ready.
    • Canceled.
  5. In the To Status section, use the drop down arrow to select a new status of the existing bill(s). Available options:
    • New.
    • Hold.
    • Pending.
    • Ready.
    • Canceled.
  6. Select the specific Range Selection. Most common selections:
    • Date Bill Added - select bill(s) based upon the 'Date Added On or After'.
    • Invoice ID - select bill(s) using the additional parameters: 'From Invoice' and 'To Invoice'.
    • Customer ID - select bill(s) based upon the 'Customer ID'.
  7. Verify your Business Unit is selected.
  8. Select the Save button.
  9. Select the Run button.
Select parameters to change status of Bills
  1. The Process Scheduler Request page displays. Select the Invoice Status Change check box.
  2. Select the OK button.
  3. The Process Scheduler Request window disappears. Select the Process Monitor link to monitor the status. Please refer to the Process Schedule Request steps for further instructions. Once the process runs to Success, select the Report Manager link to review results. Please refer to the Report Manager steps for further instructions.

Example of the Invoice Status Change Report displays the number of bills updated. Note the if the selected bill(s) errors out, see the Error Message description for more information.

Invoice Status Change Report example

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Change the Status of Bills. This link will open in a new tab/window.


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