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Payment Statuses

Reference guide to all four payment statuses in Mica: Open, Approved, Allocated, and Voided. Covers status transitions, when payments become available for allocation, and how to filter by status on the Payments page.

Danny Jeremiah
Updated by Danny Jeremiah

Every payment in Mica carries a status that reflects where it is in the approval and allocation process. This reference covers the four payment statuses you'll encounter on the Finance → Payments page.

Payment Statuses

Payments move through up to four statuses during their lifecycle.

Open
The payment has been entered into Mica but has not yet been approved. For example, a cheque has been received but has not yet cleared. Open payments cannot be allocated — they must be approved first.
Approved
The payment has been approved and its funds are available for allocation against invoices or bookings. Only Approved payments can be allocated. The Available balance on the Payment Details page shows how much remains to be distributed.
Allocated
All funds have been allocated to invoices or bookings. The Available balance is zero. The payment moves to this status automatically when the last of its funds are distributed.
Voided
The payment has been cancelled. Voided payments remain visible on the Payments page for audit purposes but have no financial effect. Any allocations must be corrected before a payment can be voided.
The Allocated status is determined automatically by Mica based on the Available balance. You cannot set it manually — it updates whenever allocations, corrections, or write-offs change the balance. The transition from Open to Approved, however, requires manual approval.

How Payments Move Between Statuses

A new payment starts as Open. Once the payment has been verified (e.g., the cheque has cleared or the wire transfer confirmed), it is approved and moves to Approved. Only at this point can funds be allocated against invoices or bookings. As you allocate funds, the Available balance decreases. When Available reaches zero, the status changes to Allocated. If an allocation is later corrected or reversed, the payment returns to Approved because funds become available again. A payment can be Voided at any time, but existing allocations must be removed first.

You can filter the Payments page by status using the radio buttons: All, Allocated, or Unallocated. The Unallocated filter shows all Approved payments that still have available funds — useful for identifying payments that need to be distributed.

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