States and next actions

Rifena uses statuses as the shared language between requesters, approvers and operators. This page lists every status and the next step it implies, so anyone can tell what to do next at a glance.

A state tells you whether a record is editable, waiting on someone, or finished. Before searching for a button, read the current state and check who owns the next step.

A status label may include a coloured dot or icon. Read the label and the record details together; a colour or pulsing dot does not confirm approval, completed processing or payment.

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 workflow	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.