If you are a Buyer waiting for your Seller (also called supplier or vendor) to submit an invoice for a purchase order (PO), you can check at any time in Candex whether the invoice has been uploaded. This article explains how to tell whether the Seller has uploaded an invoice, what each status means, and what to do if no invoice has arrived yet.

One point to keep in mind: the invoice you will review and pay is issued by Candex, not by the Seller. The Seller uploads their invoice to Candex, Candex verifies it, and Candex then issues its own invoice to you. Until the Seller uploads their invoice, there is nothing for Candex to verify or send you.

Step 1 - Open the Order Feed

Log in to Candex and click Order Feed in the left-hand panel. You see the list of all your orders.

Step 2 - Find your order and check its status

Locate the relevant PO. Each order shows one of five statuses:

•            Pending Accept — the Seller has been notified but has not yet accepted the order. No invoice is possible at this stage.

•            Awaiting Use — the Seller has accepted the order but has not yet uploaded an invoice or requested payment.

•            Used — the Seller has uploaded an invoice or requested payment. You can now view Payment Details.

•            Declined — the Seller has declined the order.

•            Deleted — the order has been deleted by the Buyer.

Quick answer: Used means an invoice has been uploaded. Pending Accept means the Seller hasn’t accepted the Order yet, and Awaiting Use means the Seller accepted the Order but hasn’t submitted an invoice yet. 

Step 3 - View Payment Details (once the order is Used)

1.          Click the order in the left panel to open the order details on the right.

2.          Under Payments, you see one or more payments with their Invoice Status.

3.          Click View to open Payment Details.

Payment Details only exist once the Seller has uploaded an invoice. While the order is Awaiting Use, this section does not appear.

Step 4 — Follow the payment progress

Once an invoice is uploaded and a payment is initiated, it moves through four stages:

•            Seller Verified — Candex has verified the Seller's invoice and business entity (bank details, compliance). This typically takes 1–2 business days.

•            Candex Invoice — Candex has issued its invoice to you through your normal invoice delivery channel.

•            Paid by Buyer — you have paid the Candex Invoice according to your agreed payment terms.

•            Paid to Seller — Candex has paid the Seller, usually within 3 business days of receiving your payment.

You only see the Candex Invoice after the Seller's invoice passes verification. If the Seller's invoice is rejected during verification — for example because of a bank mismatch or an incorrect addressee — it does not progress until the Seller resubmits a corrected invoice.

The order says "Used" but I have not received an invoice, why?

"Used" means the Seller has uploaded their invoice to Candex. The invoice you receive comes from Candex, not from the Seller. Candex first verifies the Seller's invoice and entity, which typically takes 1–2 business days, and then issues the Candex Invoice to you. Until that verification is complete, you will not receive the Candex Invoice.

No invoice has been uploaded yet, what can I do?

If the order status is Awaiting Use, the Seller has accepted the order but has not uploaded an invoice. The most common reasons:

•            The Seller has not completed the service yet. They may still be delivering the goods or services before invoicing. Follow up with the Seller directly to confirm.

•            The Seller does not know how to invoice. First-time Candex users may not be familiar with the process. Let them know they need to log in to Candex and upload their invoice against the order, and point them to the Candex Help Center.

•            The Seller has not received or accepted the order (status Pending Accept). Candex sends notification and reminder emails automatically, but confirm with the Seller that they received the Candex invitation email (including in their spam folder) and that they log in with the email address the order was sent to. See also "My Seller Didn't Receive the Order".

Candex cannot prompt a Seller to upload their invoice on your behalf. Contact the Seller directly and ask them to log in to Candex and submit their invoice.

The Seller says they uploaded an invoice, but the order still shows "Awaiting Use"

This happens when:

•            The Seller started the process but did not complete all the steps, for example they did not “review & accept terms” of the PO, did not click Add Invoice and did not finish the upload invoice process. 

•             The Seller is logged in with a different email address and uploaded the invoice to a different account.

Ask them to log in to Candex with the email address the order was sent to and confirm that the invoice shows as submitted.

How do I view & download the invoice on Candex?

Once the payment reaches the Candex Invoice stage:

1.          Go to the Order Feed and select the relevant order.

2.          Click View on the right panel to open Payment Details.

3.          In the Buyer section of Payment Details, download the Candex invoice.