Payable Charge Workflow

Payable Charges follow a workflow from creation to export, going through status changes to provide visibility of where the charge is in its journey. Payable Charge Status is determined based on the state of its associated Pay Master Transactions. Use the Payable Charges list screen to monitor and take action on the status of charges.

Learn more about the Payable Charge statuses and workflow below. To learn more about Bullhorn One's full pay process, see Understanding Pay Processing.

Payable Charge Statuses

The system determines Payable Charge status based on the export status of the underlying Pay Master Transactions. Statuses are assigned in the following priority order:

  • Not Ready to Pay: Default status when none of the above conditions are met. Cannot be exported in this status.

  • Ready to Pay: Source Timesheet must be in "Approved" status. This is the only status from which new exports can be initiated

  • Processing: Export is currently in progress. Either transactions are being processed OR the export batch is initiated/processing.

  • Exported: At least one Pay Master Transaction has been successfully exported. Cannot be re-exported unless adjusted. Adjustments create new transactions that can be exported.

  • Waiting on Payroll Provider: Only used with API exports. Export batch has been completed but waiting for confirmation from the payroll provider. The payroll provider hasn't yet assigned an external batch ID.

  • Export Error: New offsetting Pay Master Transactions are created. Charge returns to "Ready to Pay" status for the new transactions. Only the new/unprocessed transactions will be included in the next export.

Payable Charge Workflow

Payable Charges go through the following ordered workflow:

  1. Initial State: Payable Charges start in "Not Ready to Pay" status

  2. Preparation: After Timesheet approval, charges move to "Ready to Pay"

  3. Export Process: This is where the flow deviates, as there are multiple ways to export.

    • When export is initiated, charges are in the "Processing" status

    • If waiting for provider confirmation, charges are in the "Waiting on Payroll Provider" status

    • If successful, the status changes to "Exported"

    • If failed, the status changes to "Export Error"

  4. Adjustments: If an exported charge needs adjustment

    • New offsetting Pay Master Transactions are created

    • Charge returns to "Ready to Pay" status for the new transactions

    • Only the new/unprocessed transactions will be included in the next export

For additional information and best practices see Payroll Workflow Best Practices.

You must have the appropriate action entitlements in order to work with Payable Charges. If you are unable to complete the steps above, contact Bullhorn Support to review and adjust your entitlements.