What the statuses mean

Why this list exists

Statuses are Worklog's shorthand for where a record stands. Each screen explains its own as you use it; this guide is the one place they're all defined together, so two people never read the same badge two ways.

Quotes, invoices and orders

• Quote — pending: sent or saved, no answer yet. Accepted or declined: the customer's answer. Converted: it became an invoice, and the quote itself is done.
• Invoice — unpaid: issued, nothing received. Part paid: some of it has been paid and the rest is still owed. Paid: settled in full. Overdue isn't a stored status — it's an unpaid invoice past its due date.
• Invoice — credited: credit notes cover the whole invoice, even one that was already paid. The Credited filter shows all of them.
• Supplier invoice — unpaid, paid and credited work the same way from the buying side.
• Purchase order — pending: saved or sent, no answer from the supplier yet. Acknowledged: the supplier has confirmed it. Fulfilled: delivered. Cancelled: called off. Awaiting approval and rejected work as they do for credit notes below.

Money in Banking

• Needs a home: the entry has no category and isn't matched to an invoice or supplier invoice — the reports can't place it yet. The pile to work down.
• Needs proof: a cash purchase with no “I have a receipt or proof” claim ticked and nothing kept with it — never a bank charge, whose record is the statement. It can't be reconciled until you tick it, and after two weeks the dashboard starts chasing the paperwork.
• Reconciled: you've agreed this entry to your bank statement. The tick refuses until the entry has an account, a home and, for an expense, its proof claim.

Payroll, credit notes and the diary

• Pay run — prepared: saved, and its wage and SARS entries are already on the books, waiting for someone with approve rights to sign it off. Approved: signed off and final. Rejected: turned down by an approver, and Worklog takes its entries back off the books. Void is the undo for an approved run: it removes the payslip and reverses its entries.
• Credit note — waiting for approval: a request, counting for nothing until an approver issues it. Owed to customer (or, on a supplier credit, Owed to you): issued and held on account, to use on a later invoice or supplier invoice or to pay back. Taken off: used up, off its own invoice or a later one. Paid back: refunded in money, so nothing is left. Rejected: refused, reverses nothing.
• Diary — pending: pencilled in. Confirmed: the slot is agreed. Complete: it happened. No-show: they didn't turn up. Cancelled: it stays on record as called off.
• Filings — all seven returns (VAT201, EMP201, EMP501, UIF declaration, COIDA, IRP6/TT02 and the annual ITR12/ITR14/TT03) carry a “marked filed” record: your own note that you submitted on eFiling, uFiling, e@syFile or ROE Online. Worklog never files for you. On the VAT201, provisional tax and the annual return, marking it filed can also record what you paid SARS as an expense; undoing the filing takes that expense back out too.

What can't be taken back

SARS and Labour obligations

Every row on the Compliance Dashboard, the SARS screen and the Dept of Labour screen carries one of five words. The three count boxes above the Compliance Dashboard's list use the same ones, and tapping a box shows only its rows:

• Up to date — the return for the period that has most recently ended is marked filed (last month's EMP201 and UIF, the last VAT period, the last provisional period, and so on). EMP201, UIF, EMP501, COIDA and provisional tax also read Up to date for a period that ended before your books start (and, for the payroll returns, before your first pay run) once its deadline has passed: Worklog holds nothing of that time to mark. VAT201 has no such exception, and neither does the COIDA Letter of Good Standing, which waits for the return to be marked filed.
• Action needed — due now or overdue, or something Worklog can see is missing. Once a return's deadline has passed and it isn't marked filed, its date reads "Overdue since" that deadline, in red and naming the period, until you mark it filed. On Turnover Tax the interim payments read "Payment due since" instead, in amber: the TT02 isn't sent to SARS, only the payment is due. While a return is due and not marked filed, it stays Action needed, whenever your books start.
• Not registered — an obligation that applies to you, but the registration behind it is not set up yet (a VAT number, a PAYE reference, SDL).
• On a portal — Worklog works the figure out but can never submit it; the filing happens on eFiling, uFiling, ROE Online or BizPortal.
• Not yet — does not apply to you yet (no employees, not VAT registered). It is not counted against you.