Invoice Statuses Explained
Every invoice in RetailReady has a status that tells you exactly where it is in the process. Understanding these statuses helps you know when to take action and when to simply wait.
| Status | What It Means |
|---|---|
| Draft | The invoice has been created (automatically when a shipment is created) but not yet submitted. You can still edit all fields. No EDI document has been generated or sent. |
| Queued | You have submitted the invoice and it is waiting to be transmitted. RetailReady is generating the 810 EDI document and preparing to send it. This usually takes just a few moments. |
| Sent | The 810 document has been transmitted to the retailer. You are now waiting for them to process it. Most retailers send a Functional Acknowledgment (997) to confirm they received it. |
| Paid | The retailer has issued payment for this invoice. You should see the corresponding payment reflected in the Payments section. |
Checking for Acceptance or Issues
After an invoice is sent, the retailer's system sends back a 997 Functional Acknowledgment confirming receipt. You can check the 997 status on the invoice's document row — it will show as Accepted (A), Accepted With Errors (E), or Rejected (R). A 997 rejection means the document had structural issues and needs to be corrected and resent. See the Functional Acknowledgments article for details on handling rejections.
If the retailer finds content issues (wrong price, quantity mismatch, etc.), they typically communicate those through separate channels rather than through EDI status updates. If you believe an invoice has an error after sending, you can correct the issue and resend the document from the order detail page.
Checking for Functional Acknowledgments (997)
After you send an invoice, the retailer's system typically sends back a 997 Functional Acknowledgment. This is an automated response that confirms they received your EDI document. It does not mean they have approved the invoice for payment; it simply means the file was received and is readable.
In RetailReady, you can check whether a 997 was received by viewing the invoice details. Look for the acknowledgment status. If you sent an invoice and have not received a 997 within 24 hours, it could indicate a transmission issue.
Common Troubleshooting Steps
- Invoice stuck in "Queued": This usually resolves on its own within a few minutes. If it persists for more than an hour, there may be a connection issue with the retailer's system. Contact support if the status does not change.
- No 997 received: Check your trading partner setup to make sure the retailer's connection details are correct. If everything looks right, reach out to the retailer's EDI department to confirm they received the document.
- Invoice shows "Sent" but no updates: Some retailers take several days to process invoices. Check the retailer's typical processing timeline. If it has been longer than expected, follow up with them directly.
- Duplicate invoice error: You may have accidentally submitted the same invoice twice. Check your invoice list for duplicates and void any that were sent in error.
Tip: Keep an eye on your invoice statuses regularly. Catching a rejection early gives you more time to correct and resubmit before payment deadlines pass.