A state tells you whether a record is editable, waiting on someone, or finished.
Before searching for a button, read the current state and open the account that
owns the next step.
Swipe horizontally to see each state, meaning, and next action.
Common states
| Common state |
Meaning |
Next action |
| Draft |
Being prepared and not yet sent for a decision |
Complete, review, then submit or publish |
| Pending approval |
Waiting for the assigned decision-maker |
Follow the current owner; do not create a duplicate |
| Approved |
Accepted |
Perform the next business step; do not assume money moved or a future change applied |
| Rejected |
Not accepted |
Read the reason, correct the basis, then recreate or resubmit when allowed |
| Cancelled |
The record will not continue |
Create a new request if the work remains necessary |
| Completed |
The final result for this action is confirmed |
Reconcile the output and hand it off when needed |
Exact names vary by record. Use the sections below for a specific next action.
Attendance period
| State |
Meaning |
Next action |
| Attendance open |
The period remains open for shifts, attendance, leave, and overtime |
Resolve differences and pending requests, then Close attendance |
| Attendance closed |
Time data has been handed to payroll |
Create a payroll run; reopen only for a verified correction |
Reopening may require a related Draft or Pending approval payroll run to be
created again. Approved or paid payroll is protected from a backward attendance
edit.
Leave
| State |
Meaning |
Next action |
| Pending approval |
Submitted without a final decision |
Follow it, or select Withdraw |
| Approved |
Leave is accepted |
Check that it appears in the intended attendance period |
| Rejected |
Not accepted |
Read the reason before creating another request |
| Cancelled |
The employee withdrew a pending request |
Confirm any reserved balance has been released |
Overtime
| State |
Meaning |
Next action |
| Pending approval |
Registration awaits a decision |
Follow it, or select Cancel request |
| Approved |
Overtime is accepted |
HR reviews it in attendance; payroll compares it in the run |
| Rejected |
Not accepted |
Read the reason and align before registering again |
| Cancelled |
A pending registration was cancelled |
Do not use it as an attendance-close input |
| Paid |
The request passed through completed payroll |
Compare it with the payslip when needed |
HR event
| State |
Meaning |
Next action |
| Draft |
The event has not entered processing |
Complete or review it |
| Pending approval |
Waiting for a decision |
The assigned person approves or rejects |
| Approved - awaiting effective date |
Accepted, but its application date has not arrived |
Wait for the effective date; the profile has not changed yet |
| Applied |
The profile change is in effect |
Verify the profile and every downstream hand-off |
| Cancelled |
The event will not apply |
Create a new event if the change is still needed |
Payroll run
| State |
Meaning |
Next action |
| Draft |
The run exists for review |
Check totals and detail, then Submit for review |
| Pending approval |
Waiting in the approval route |
The current owner approves or rejects |
| Approved |
Payroll results are confirmed |
Create payment |
| Payment orders created |
Orders exist and await results |
Resolve each successful or failed order |
| Paid |
All required orders are complete |
Publish and verify payslips |
Payment order
| State |
Meaning |
Next action |
| Pending |
The order exists, but money has not been processed |
Use the intended payment channel |
| Processing |
Waiting for a result |
Compare it with the bank or payment channel |
| Completed |
The payment is confirmed successful |
Check the source record’s state |
| Failed |
The payment did not succeed |
Correct the cause and retry the same order when allowed |
| Cancelled |
The order will no longer be used |
Check the source record and replacement path |
Advance and expense claim
| State or milestone |
Meaning |
Next action |
| Pending approval |
The request awaits a decision |
The assigned approver approves or rejects |
| Approved |
The business request is accepted; payment may not have occurred |
Create and process the payment voucher |
| Disbursed / Paid |
Payment was confirmed |
For an advance, continue recovery or reconciliation when required |
| Settled |
The advance obligation is complete |
Confirm the remaining amount is zero and close the record |
Tax-exemption request
| State |
Meaning |
Next action |
| Pending |
The request is submitted without a decision |
The employee adds evidence when needed; the assigned reviewer checks the amount and documents |
| Approved |
An authorised reviewer accepted an exemption amount |
The employee checks the Approved amount; payroll reconciles it during tax calculation |
| Rejected |
The request was not accepted |
Read the reason, correct the basis, then create another request when appropriate |
Only a Pending request offers Approve or Reject. A request may move
directly to Approved when the organisation uses automatic approval.
Insurance and statutory reports
| State or group |
Meaning |
Next action |
| Ready |
The insurance row can be recorded |
Review the amount, then save to the contribution ledger |
| Recorded |
A row exists for the period |
Open Payment history; do not create it again |
| Wait for payment |
The obligation exists without confirmed remittance |
Pay outside Rifena, then record the result |
| Paid |
The user recorded a real remittance |
Reconcile it against payroll deductions |
| Generated |
The report has files for review or download |
Verify contents and submit externally when ready |
| Submitted |
An external submission reference is stored |
Follow the portal, then use Portal accepted or Portal rejected when the outcome is verified |
| Accepted |
A user matched the filing and recorded portal acceptance |
Retain the receipt; create an amendment if a linked successor is later required |
| Rejected |
A user matched the filing and recorded portal rejection |
Read the external reason, then use Create amendment when needed |
| Voided |
The filing is inactive; its record and files remain |
Do not continue on it; open the active version or create a justified new one |
| Superseded |
A newer amendment or regenerated report continues the chain |
Open the successor; do not edit the older version backwards |
Only Submitted can record a portal outcome. Accepted cannot be changed
directly to Rejected, or vice versa. Create amendment applies to
Submitted, Accepted, or Rejected; Void filing no longer appears on
Voided or Superseded reports.
If a state does not change after an action, do not repeat it. Open
Support by symptom and choose the record type.