What are the ProPay statuses?

Purpose

This article explains every ProPay status in Protiv and what each one means.
Use this to understand whether a ProPay can be edited, approved, paid, or reversed.

When To Use This

• You see a ProPay status and aren’t sure what it means.
• You want to know if a ProPay can still be changed.
• You’re reviewing ProPays before approval or payout.
• Payroll or managers ask what happens next in the workflow.

Before You Start

• You should understand what a ProPay is.
• You should know that ProPays and ProPayGroups follow the same status rules.

Step-by-Step Instructions

Active — In progress and editable

Active is the default status when a ProPay is created.

What this means:

• Work is still in progress.
• Bonus amounts are calculated but not locked in.
• You can edit budgets, bonus pools, and other details.
• No bonus line items have been created yet.

Common next steps:

• Approve the ProPay once work is complete.
• Delete or cancel it if it’s no longer needed.

Approved — Reviewed and locked in

Approved means the ProPay has been reviewed and authorized.

What this means:

• Bonus calculations are finalized.
• Bonus line items are created on statements.
• Key fields are locked and can’t be edited.
• The ProPay is ready for payout.

Important notes:

• Approved does not mean paid yet.
• You can send it back to Active if it hasn’t been paid.

Paid — Bonuses have been paid

Paid means bonuses have been processed and issued.

What this means:

• All bonus line items are marked as paid.
• The financial obligation is complete.
• This is the final step in the normal workflow.

Important notes:

• Paid ProPays cannot return to Active.
• They can only move back to Approved for limited corrections.

Deleted — Permanently removed

Deleted means the ProPay has been permanently removed from active use.

What this means:

• The ProPay no longer appears in active lists.
• Unpaid bonus line items are marked as deleted.
• Historical data is kept for audit purposes.

Important notes:

• You cannot delete a ProPay if any bonuses were paid.
• Deleted ProPays can be restored to Active if unpaid.

Canceled — Temporarily removed

Canceled is used when a ProPay needs to be removed temporarily.

What this means:

• Similar to deleted, but intended as temporary.
• Unpaid bonus line items are removed.
• The ProPay can be easily restored to Active.

Important notes:

• You cannot cancel a ProPay if any bonuses were paid.

Examples

• Normal workflow
  A ProPay moves from Active → Approved → Paid.
• Fixing a mistake
  A ProPay is Approved, but data is wrong.
  You reverse approval back to Active, fix it, then approve again.
• Temporary removal
  A job is paused.
  You Cancel the ProPay and restore it later.

Common Mistakes & How To Fix Them

• Trying to edit an approved ProPay
  Fix: Send it back to Active before making changes.

• Thinking approved means paid
  Fix: Approved means reviewed, not paid.

• Trying to delete a paid ProPay
  Fix: Paid ProPays can’t be deleted. Review carefully before payout.

• Confusing canceled vs deleted
  Fix: Use Canceled for temporary removal. Use Deleted when you’re done for good.