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Status Guide

Complete explanation of all voucher statuses in the Disbursement Voucher Tracker, including when they occur, what they mean, and what actions are available.

Status Overview​

Vouchers progress through different statuses as they move through the approval workflow. Understanding these statuses helps you know where your voucher is and what happens next.

Status Types​

DRAFT​

What it means: The voucher has been created but not yet submitted for review.

When it occurs:

  • Requester, GSO, or HR user creates a voucher and clicks "Save as Draft"
  • Voucher is saved but doesn't enter the approval workflow

Who can see it:

  • The user who created it
  • Administrators

What actions are available:

  • ✅ Creator can edit the voucher
  • ✅ Creator can submit it for review
  • ✅ Creator can delete/cancel it (if allowed)
  • ❌ No reviewers can see it yet
  • ❌ No notifications are sent

Visual indicator: Gray badge with "DRAFT" text

Next status: PENDING (when submitted)

PENDING​

What it means: The voucher has been submitted and is awaiting initial review by the Secretary.

When it occurs:

  • Requester, GSO, or HR user clicks "Submit for Review"
  • Voucher enters the approval workflow
  • Secretary receives notification

Who can see it:

  • The user who created it
  • Secretary (for review)
  • Administrators
  • Other roles may see it in lists (depending on permissions)

What actions are available:

  • ✅ Secretary can review (Received → Reviewed → Forwarded)
  • ❌ Creator cannot edit (unless returned)
  • ❌ Other reviewers cannot act yet

Visual indicator: Yellow/Orange badge with "PENDING" text

Next status: VALIDATED (after Secretary completes review)

VALIDATED​

What it means: The Secretary has completed initial review and forwarded the voucher to the Mayor.

When it occurs:

  • Secretary completes all three stages: RECEIVED → REVIEWED → FORWARDED
  • Voucher moves to Mayor for approval

Who can see it:

  • All users with appropriate permissions
  • Mayor (for approval)
  • Original creator

What actions are available:

  • ✅ Mayor can approve (Received → Reviewed → Forwarded)
  • ❌ Secretary cannot act further
  • ❌ Creator cannot edit

Visual indicator: Blue badge with "VALIDATED" text

Next status: APPROVED (after Mayor approves)

APPROVED​

What it means: The Mayor has approved the voucher and it's proceeding through department reviews (Budget, Accounting, or BAC for GSO vouchers).

When it occurs:

  • Mayor completes all three stages: RECEIVED → REVIEWED → FORWARDED
  • Voucher moves to next department (Budget for Standard/HR, BAC for GSO)

Who can see it:

  • All users with appropriate permissions
  • Current reviewer (Budget, Accounting, BAC, or Treasury)
  • Original creator

What actions are available:

  • ✅ Current department reviewer can act
  • ✅ Budget can review (for Standard/HR workflows)
  • ✅ BAC can review (for GSO workflow)
  • ✅ Accounting can review (after Budget/BAC)
  • ❌ Previous reviewers cannot act further
  • ❌ Creator cannot edit

Visual indicator: Green badge with "APPROVED" text

Next status:

  • Remains APPROVED through department reviews
  • Changes to RELEASED (after Treasury releases payment)

RELEASED​

What it means: Treasury has released the payment. The voucher is complete.

When it occurs:

  • Treasury completes all three steps: Check Issuance → Available → Released
  • Payment has been made to the payee
  • Workflow is complete

Who can see it:

  • All users with appropriate permissions
  • Original creator
  • All reviewers

What actions are available:

  • ✅ Can view voucher details
  • ✅ Can view complete audit trail
  • ❌ No further actions available
  • ❌ Cannot be edited or cancelled

Visual indicator: Dark Green badge with "RELEASED" text

Next status: None (final status)

CANCELLED​

What it means: The voucher has been cancelled and will not proceed through the workflow.

When it occurs:

  • Creator cancels a draft voucher
  • Authorized user cancels a submitted voucher
  • System cancellation (if configured)

Who can see it:

  • All users with appropriate permissions
  • Original creator
  • Administrators

What actions are available:

  • ✅ Can view voucher details
  • ✅ Can view cancellation reason
  • ❌ Cannot be edited
  • ❌ Cannot be reactivated
  • ❌ Cannot proceed in workflow

Visual indicator: Red badge with "CANCELLED" text

Next status: None (final status)

Status Transitions​

Standard Workflow Status Flow​

DRAFT → PENDING → VALIDATED → APPROVED → RELEASED
  ↓
CANCELLED (can occur at any stage if authorized)

Detailed Transition Path​

  1. DRAFT

    • Created by Requester/GSO/HR
    • Can be edited
    • Can be submitted → PENDING

  2. PENDING

    • Submitted for review
    • Secretary reviews → VALIDATED

  3. VALIDATED

    • Secretary completed review
    • Mayor approves → APPROVED

  4. APPROVED

    • Mayor approved
    • Budget reviews → APPROVED (status remains)
    • Accounting reviews → APPROVED (status remains)
    • Treasury processes → RELEASED

  5. RELEASED

    • Payment released
    • Final status

GSO Workflow Status Flow​

DRAFT → PENDING → VALIDATED → APPROVED → RELEASED
  ↓
CANCELLED (can occur at any stage if authorized)

Difference: After APPROVED, voucher goes through BAC review before Budget, but status remains APPROVED.

HR Workflow Status Flow​

DRAFT → PENDING → VALIDATED → APPROVED → RELEASED
  ↓
CANCELLED (can occur at any stage if authorized)

Same as Standard: No BAC review, goes directly to Budget after Mayor approval.

Understanding Status in Context​

For Requesters​

Your vouchers will show:

  • DRAFT: You can still edit
  • PENDING: Waiting for Secretary
  • VALIDATED: Secretary reviewed, with Mayor
  • APPROVED: In department reviews
  • RELEASED: Payment made
  • CANCELLED: Voucher cancelled

What you can do:

  • Edit DRAFT vouchers
  • View all your vouchers
  • Track progress
  • Cannot edit after PENDING

For Reviewers​

Vouchers you see will be:

  • PENDING: If you're Secretary
  • VALIDATED: If you're Mayor
  • APPROVED: If you're Budget, Accounting, BAC, or Treasury

What you can do:

  • Review vouchers at your stage
  • Add comments
  • Forward to next department
  • Cannot review vouchers not at your stage

For Administrators​

You can see:

  • All statuses
  • All vouchers
  • Complete audit trails
  • System-wide statistics

What you can do:

  • View any voucher
  • Monitor system status
  • Manage users and settings
  • Cannot edit vouchers (unless also a reviewer)

Status Badge Colors​

Status badges use color coding for quick identification:

  • Gray: DRAFT (not yet submitted)
  • Yellow/Orange: PENDING (awaiting initial review)
  • Blue: VALIDATED (Secretary reviewed)
  • Green: APPROVED (Mayor approved, in reviews)
  • Dark Green: RELEASED (payment made)
  • Red: CANCELLED (voucher cancelled)

Common Status Questions​

"Why is my voucher still PENDING?"​

Possible reasons:

  • Secretary hasn't reviewed yet
  • Secretary is on leave
  • High volume of vouchers
  • System issue

What to do:

  • Check approval progress
  • Contact Secretary's office
  • Wait for notification
  • Contact administrator if stuck

"What's the difference between VALIDATED and APPROVED?"​

  • VALIDATED: Secretary completed review, with Mayor
  • APPROVED: Mayor approved, in department reviews (Budget, Accounting, etc.)

"Can a RELEASED voucher be changed?"​

No. Once RELEASED, the voucher is final. Payment has been made and the workflow is complete.

"Why does my voucher show APPROVED but hasn't moved?"​

Possible reasons:

  • Still in department reviews (Budget, Accounting)
  • Waiting for BAC review (GSO vouchers)
  • Waiting for Treasury processing
  • Check approval progress bar for current stage

"Can I cancel an APPROVED voucher?"​

Cancellation depends on:

  • Your role and permissions
  • System configuration
  • Voucher stage
  • Contact administrator for cancellation

Status and Workflow Stages​

Status vs. Current Stage​

Status is the overall state (DRAFT, PENDING, APPROVED, etc.)

Current Stage is where the voucher is in the workflow (Secretary, Mayor, Budget, etc.)

A voucher can be APPROVED status but at different stages:

  • APPROVED at Budget stage
  • APPROVED at Accounting stage
  • APPROVED at Treasury stage

Check the Approval Progress bar to see the current stage.

Best Practices​

For Requesters​

  1. ✅ Check status regularly
  2. ✅ Understand what each status means
  3. ✅ Monitor progress through approval progress bar
  4. ✅ Don't worry if status stays APPROVED—check current stage

For Reviewers​

  1. ✅ Act promptly when vouchers reach your stage
  2. ✅ Understand status doesn't always change (APPROVED through multiple stages)
  3. ✅ Check approval progress to see current stage
  4. ✅ Complete all three stages to move voucher forward

For All Users​

  1. ✅ Use status badges for quick identification
  2. ✅ Check approval progress for detailed stage information
  3. ✅ Review activity log for complete history
  4. ✅ Understand status is different from current stage

What's Next?​

Now that you understand statuses:

  1. Workflow Guides - See how statuses change in workflows
  2. Approval Progress Guide - Understand progress tracking
  3. Activity Log Guide - See status changes in audit trail
  4. FAQ - Common questions about statuses
Status Tracking

Use the approval progress bar to see not just the status, but the current stage and completion percentage.

Questions?

If you're unsure about a voucher's status:

  • Check the approval progress bar
  • Review the activity log
  • Contact the current reviewer
  • Ask your system administrator
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