There are 6 statuses for payments in Cash Application:

Incomplete payments do not have all of the information required in order to create a payment in the ERP. These payments are flagged in the Unposted Payments workspace & in the drawer. Incomplete Payments exist only in Tesorio and are not yet in the ERP. If an Incomplete Payment is applied to an invoice, the invoice is still considered Open.

Based on your ERP, there are some required for all Cash Application transactions. You can configure additional required fields in Administration > Company > Cash Application Settings. Read more here about managing your required fields.

Payments cannot proceed to the Ready state until all required fields are filled in.

Payments in the Ready status have all of the information required for a Customer Payment to be created in the ERP, but have not yet been Posted to the ERP.

Payments in the Ready status can be posted to the ERP in one of three ways:

When the Post option is selected, the payment status changes to Pending. Payments in Pending status can be changed before they are synced to your ERP (or for Tesorio Connect customers - before the file is exported). You can click Revert* to edit the payment.

*This is not applicable to Payment Portal payments

Once in the pending status, Tesorio updates the 'pending balance' on the invoice or invoices that the payment is applied to. This pending balance is used throughout Tesorio to ensure that emails reflect the most up to date information while the sync is completing.

For example, if a $75 payment was applied to a $100 invoice and is still in the pending status, in Tesorio the pending balance is tracked as $25. Any emails that are triggered based on that invoice would reflect a $25 balance, rather than a $100 balance. If the invoice is fully paid, it will be excluded from campaign emails, even before the payment is created in the ERP.

Once a payment is in the Pending status, Tesorio will create this payment in the ERP during the next scheduled sync. The status will be updated to Posting until the payment has been confirmed as created in the ERP. Users always have the option to trigger the sync manually if the payments need to be created faster than the standard sync schedule by using the Action button on the top right and selecting "Sync to [ERP]."

Posting status reflects that the payment has been pushed upstream.

For API integrations (NetSuite and Intacct), this statuses is only assigned for a brief period until the payment has been confirmed as created in the ERP (usually seconds).

Tesorio Connect customers will see the payments in Posting status after the payments file is exported until a customer payment file with the matching Tesorio Drafted Payment ID is imported into Tesorio.

Posted is the terminal status for payments created via Cash Application. Once a payment has been successfully created in the ERP, the status is updated to Posted, and the transaction will no longer appear on the Unposted Payments workspace. Instead, these payments are visible on the Posted Payments workspace.

If a payment fails to sync to the ERP for any reason, its status will change to Failed. Once they have been corrected, the Post button reappears in the payment drawer. Click Post again to update the payment status to Pending again.

A full failure log is available on the Unposted Payments workspace. Filter the table to the data you want and click the table dropdown and select Transaction Report.

The CSV will contain the errors. Error reasons are also visible in the payment drawer.

During each sync, Tesorio syncs all payments in the Failed and Pending status, so if the error reasons for Failed payments resolve automatically, these payments will automatically change to Posted without user intervention.
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