Clearance

In Clearance models, the supplier is required to get an approval of their transactions to make them valid. When the document is received, the receiver validates it with the mandatory infrastructure, to check that the document has been cleared by the seller. This validation should be done before payment in case the document is an invoice.

In Pagero, the process starts when an invoice is uploaded to Pagero Online. Then, we send it to the corresponding Clearance authority, which will review it and send back to Pagero the application response with the approval or rejection of the document. After this, approved documents are delivered to its corresponding receiver.

Pagero's Clearance view allows to easily track the status of all your documents sent to Clearance authorities, so you can check if the approval has been received, as well as any warnings or errors that said documents might contain.

Table of Contents

1. Accessing the Clearance View
2. Clearance View Interface
3. Document Details
4. Search & Filters
5. Creating Exports

1. Accessing the Clearance View

The Clearance view is available on the top menu once logged in to Pagero Online. For some devices, it will be nested under the More tab, due to screen size limitations.

If you are using the old Pagero interface, you can find the Clearance view under My documents - Clearance.

2. Clearance View Interface

Once you access the Clearance View, you will be presented with the following columns:

• Document ID: the invoice number of your document.
• Sender: the name of your company.
• Authority: the Clearance authority in charge of approving or rejecting the document.
• Process Status: the current status of the approval.
  • New: the document has been successfully uploaded to Pagero Online, and will be sent to the Clearance authority soon.
  • Delivered: the document has been delivered to the authority and it is currently waiting its application response.
  • Warning: the document has been approved, but it contains non-fatal errors. It is recommended to click on the document and check the error message so you can correct it for future documents.
  • Rejected: the document has been rejected because it contains fatal errors. You can click on the document to check the error message and correct it before resending it.
  • Approved: the document has been approved and does not contain any errors.

• Send Type: the sending mode. It is important to note that only Prod and Test documents are able to receive application responses from the Clearance authority.
  • You can find more information about sending modes on our Invoice Portal guide.
• Type: the Clearance model of the corresponding authority. 
• Created: the date and time where the invoice was uploaded to Pagero Online.
  • If a document stays in Delivered status for several hours after the time displayed under Created, an incident with that Clearance flow might be happening. You can check our Status Page or contact Support for more information.

3. Document Details

You are able to click on any of the documents displayed on the Clearance view to check more details about it, such as the document type, invoice dates, total amount or the receiving company.

The most important features of this view include:

• Status details: by clicking on the arrow to the right of the status, you can see more information about it. This is important for documents with the Warning or Rejected status, as this is the place where the error message will be displayed.

• Invoice PDF: you can download the PDF presentation of the invoice by clicking on View Invoice.
• Document history: by clicking on the arrow to the right of the History header, you can see the different status that the document goes through, as well as the timestamps for each of the status changes. You may also download the Request, which is the invoice as it appears on the Clearance authority's format, as well as the Response sent back from them, in case needed.

4. Search & Filters

When you need to search for specific Clearance documents, you may use the filters bar displayed on top of the document list.

This allows you to search by:

• Invoice number.
  • You can search multiple documents separating the invoice numbers by commas.
• Document Status. Apart from the basic statuses (Approved, Warning, Rejected, Delivered), the filter includes some extra filters:
  • Processed: this is for documents sent in Cert mode, and it indicates that it was able to reach the Clearance authority, although it will not receive any response from them. Test mode needs to be used for this purpose.
  • Pending: shows all documents in New status.
• Clearance Authority.
• Send Type.
• Date. You can select the date range manually, or select any of the pre-sets (This week, Last month, etc.)

5. Creating Exports

The Clearance view also allows you to export all the listed documents into a CSV or Excel document. This can be achieved by clicking on the icon to the right of the document details.

The Export Data window will appear, containing two tabs: Export and Download.

• Export allows you to select the format of the resulting file, as well as its name. Once you have chosen the desired values for both, you can click on Export to start the processing.

• It will take some seconds to generate the file. After that, you can access the Download tab and download the export. They will be accesible on this tab for the next 40 hours.

Opening the export will display the same information as the columns from the Clearance View Interface section, including the error messages that only appear on the document details, under the Description column.