How to Check Invoice & Payment Details in RealSource
Need to verify the status of an invoice or payment in RealSource? Here’s a quick guide to help you track down the information you need.
🔍 Step 1: Open the Purchase Order (PO)
Start by locating the Purchase Order (PO) associated with the invoice you’re checking.
Click on the PO to open it.
🧾 Step 2: Go to the Invoices Tab
Navigate to the Invoices tab within the PO. This section lists all invoices tied to that PO, including:
- Invoice number
- Invoice date
- Due date
- Status
- Total amount
💡 Step 3: Understand the Payment Status
Each invoice will display a status indicator. Here’s what each status means:
| 🟡 In Process | Invoice is not yet fully matched. This may mean a receipt is missing, AP approval is pending, or corrections are needed. | ➤ Check the Matching tab (look for the yellow star icon) for more info. |
| 🟠 Payable | Invoice has been matched and approved. Payment is scheduled for a future date. | No further action needed unless delayed. |
| 🟢 Paid | Invoice has been paid. | ➤ Click the Invoice Number to view payment method and payment date. |
| 🔵 Pending | May indicate the invoice is awaiting initial review or system processing. | Check back later or contact AP for clarification. |
| ⚫ Cancelled | Invoice has been voided and will not be paid. | No action needed unless this was unexpected. |
🧾 Step 4: Click the Invoice Number for More Details
Clicking on the Invoice Number opens a detailed view, including:
- Payment method (e.g., ACH, check – may show as “Unknown” if not processed yet)
- Amounts and accounting date
- Match status
- Net terms
- Workflow history
Look for the Payment Information section to confirm how and when payment was or will be made.
The Workflow panel on the right side shows each approval step and its completion timestamp.
💰 Step 5: Review the Amounts
Compare the Invoice Total to the PO Total.
Minor differences may be due to added taxes, fees, or shipping charges.
Still Have Questions?
If you’re unsure about an invoice status or suspect something is missing, reach out to the Accounts Payable or Procurement team for support.
Categories Procurement Services