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Caplink Document Statuses

Caplink Document Statuses. Caplink Document Statuses. In Caplink, the term “Documents” refers to the Invoices and Credit Notes that have been submitted for processing.

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Caplink Document Statuses

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  1. Caplink Document Statuses

  2. Caplink Document Statuses • In Caplink, the term “Documents” refers to the Invoices and Credit Notes that have been submitted for processing. • Once a Document has been submitted to Caplink it goes through several stages of processing during which Caplink attempts to communicate the document to Capricorn. These stages are reflected in the Document’s status. • There are four Document statuses: Pending, Processing, Processed, and Processing Failed (the fifth status, “Cancelled”, is not currently used).

  3. The Document Lifecycle • All documents, when first entered in to Caplink, start in the status of Pending. Pending means that the Document is in Caplink, but Caplink has not yet started to communicate the Document to Capricorn. Usually documents are only in Pending for a few seconds. • Documents in Processing are Documents that Caplink has attempted to send to Capricorn. Documents do not leave this status until Caplink has verified that Capricorn has received the Document. • Documents in Processed have been successfully sent to Capricorn. • If a document has a status of Processing Failed this indicates that there was a problem processing the document and it has been rejected for payment.

  4. Processing Failed • Processing failures are uncommon with Standalone Caplink and as such are only likely to occur with batch and fully integrated Caplink implementations • The most common reasons as to why a document fails to process are: • Invalid Member Number. The Member Number used in the transaction does not correspond to a valid Member. • The Member is on Stop Credit. • The Transaction Date is more than three months old, or more than one calendar month in the future. Caplink does not accept transactions outside of these date ranges. • The Transaction Date has been passed to Caplink in US format (eg. 12/25/2010), or Windows in configured for US format dates. • The Transaction Amount is set to zero dollars.

  5. Investigating Documents in Processing Failed • Finding out why a Document has a status of Processing Failed is easy. • In Caplink, under Sent Items, select the document that is in Processing Failed and press “View Log”. • In the window that opens click on each line in turn and an explanation will be displayed underneath. Messages that mention a “Reject Code” indicate the Member is on Stop Credit.

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