Return to AP Workflow Button

The 'Return to AP' button allows the exception handler the ability to send an invoice back to the AP Team for review.

               -Information on the invoice needs to be updated

                For example, a po number needs to be added/updated or an invoice number corrected.

               -The invoice needs to be routed to someone else and the user does not have reroute functionality

The ‘Reject’ button is still available and provides different functionality. The reject button would be used to reject an invoice back to the AP team because we do NOT wish to have the invoice process/paid. For example, we have contacted the vendor and a new invoice is being sent due to a discrepancy on the current invoice. For more information on this functionality Reject Workflow Button

The ‘Return to AP’ button will be available for non-po invoices, po invoices, and credit memos routed to approvers/buyers.

The ‘Return to AP’ button can be found under the ‘blue’ workflow button in the upper left corner of the Document Viewer screen.

To Return an Invoice to AP:

Click the small drop-down arrow to the right of the Approve/Match Invoice button.

The Approve/Match Invoice dropdown will be displayed.

Select the ‘Return to AP’ option.

The ‘Return to AP’ window will be displayed.

Select a ‘Return to AP Reason’.

You are required to enter in a Note.

Provide any information informing AP as to why we are sending the invoice back for review

If you do not enter in a note you will receive an error message.

Click 'Confirm'

The invoice will now be routed back to the AP team for review. The internal notes will be contained in the Discussion Pane and viewable in the Notes field on the search screen. 

Standard Return to AP Reasons:

• Data Correction
• Question to AP
• Reroute
• Wrong Approver

Documents routed back to AP can be found in the published search ‘Returned to AP’

The invoices will be in the status ‘Returned to AP,’ and the Route To will have been removed.

After review, AP can:

-Update the invoice with the requested info and route it back to the original approver

               Update the ‘Status’ and the ‘Route To’ in the indexed data

-Route to a different approver

               Update the ‘Status’ and the ‘Route To’ in the indexed data

-Approve and process the invoice

               Update the ‘Status’ and route to user in the indexed data

Return to AP Fields added:

• Return to AP Reason
• Return to AP By
• Return to AP Date

These additional columns are searchable and can be found under Advanced Filtering.

For those that are configured and have Vendor Portal Users you will have the additional option to enter in Vendor Notes. 

These notes are viewable by the Vendor Portal users and provide valuable information regarding any issues with the invoice.