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Overview

A Statement moves through several statuses as its linked Orders get paid. The table below is a quick reference for what each status means and what you can do while a Statement is in it.

Status Capability Table

Refunding isn’t gated by the Statement’s status — it’s gated by the Statement Financial Event you’re refunding. That event must be a Payment-type event in Succeeded status with a remaining refundable amount, and every Order it paid must be Activated. A Statement with a qualifying payment event can be refunded even after it’s Cancelled. See Refunding a Statement.

Automatic Transitions

fusionCore moves a Statement between statuses on its own as money moves:
  • Balance paid off — a payable Statement (Draft, Open, Pending Payment, or Partial Payment Received) automatically becomes Payment Received once its balance due reaches zero or below.
  • Partial payment received — a payable Statement automatically becomes Partial Payment Received once it’s been paid in part.
  • Refund reverts the status — refunding a Statement out of Payment Received moves it back to Partial Payment Received if some payment is retained, or back to Pending Payment if the full amount is refunded. See Refunding a Statement.

Manual Status Changes

These quick actions on the Statement record move it between statuses deliberately.

Set Statement Status to Open

Moves the Statement back into Open so you can edit it or change its linked Orders again.
  • Available from Draft, Pending Payment, or Partial Payment Received. From any other status: This statement can only be opened from Draft, Pending Payment or Partial Payment Received status.
  • Requires at least one linked Order: Cannot change statement status: no orders are linked to this statement.
  • Requires Business Unit, Statement Date, Customer Type, Account, and Contact to all be populated.

Set Statement Status to Pending Payment

Locks the Statement for payment.
  • Available from Open only: This statement can only be locked from Open status.
  • Activates any linked Invoice-type Order that hasn’t been activated yet.
  • If you check Generate Invoices for quote orders in the dialog, converts every linked Quote-type Order to an Invoice, using the invoice date and payment term you specify.
  • Any Quote-type Order you don’t convert still moves to Pending Payment status on the Order itself.

Cancel Statement

Available from Open, Pending Payment, or Partial Payment Received: This statement can only be cancelled from Open, Pending Payment or Partial Payment Received status. fusionCore asks you to confirm: Are you sure you want to cancel this statement?
Cancelling a Statement is permanent. Cancelled is a terminal status — trying to change it further returns Cannot change statement status: Statement is cancelled. Cancelling stamps the Statement’s cancellation date and releases the lock on every Order it was preventing individual payment on. That release runs asynchronously, so give it a moment before you check that a previously locked Order can be paid directly again.

Limitations and Common Pitfalls with Statement Statuses

  • Creation only happens in Draft or Open. A Statement can’t be created directly into any other status: Cannot create statement: invalid Statement Status.
  • Locked fields differ by status. Pending Payment and Partial Payment Received freeze the customer and Business Unit fields; Payment Received and Cancelled additionally freeze the address fields. Trying to edit a frozen field returns You cannot change the following field(s) in the Statement's current status: {0}.
  • Entering Open or Pending Payment needs a full customer. Business Unit, Statement Date, Customer Type, Account, and Contact must all be set — a Draft Statement is more lenient and can even be paid without a customer set, so don’t rely on Draft behavior once you try to move the Statement forward.