Reject Workflow Button

The ‘Reject’ button can 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.

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

This button functions differently than the ‘Return to AP’ which sends an invoice back to your AP Dept for review/update. For more information on that functionality Return to AP Workflow Button

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

To Reject 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 ‘Reject’ option.

The ‘Reject’ window will be displayed.

Select a ‘Reject Reason’.

You are required to enter in a Note.

Provide any information informing AP as to why we are rejecting this invoice

If you do not enter in a note you will receive an error message and the notes field will be highlighted in yellow.

Click Confirm.

Invoices will now be routed back to the AP team and show in their ‘Rejected’ queue. The status will be ‘Rejected’ and the Route To will be removed. The internal notes will be contained in the Discussion Pane and viewable in the Notes field on the search screen.  AP will mark status as ‘Duplicate/Void’ and no further processing will occur.

Standard Reject Reasons:

• Damaged Goods
• Did Not Order
• Duplicate Invoice
• Incomplete/Unsatisfactory Work Performed
• Incorrect Price
• Incorrect Quantity
• Item Not Received.

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

Invoices will be in a status of ‘Rejected’ and the Route To will have been removed.

After review AP can:

-Update the ‘Status’ to Duplicate/Void

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.