There are reasons the invoice payment will be rejected.

Handling Rejected Invoice Approvals

When an invoice approver rejects an invoice, they are required to enter a reason for the rejection. The rejection reason is displayed to the user who submitted the invoice so that corrective action can be taken before the invoice is resubmitted for approval.

Common Reasons for Rejection

Invoice approvals are commonly rejected for one or more of the following reasons:

• Incorrect invoice amount.

• Missing or incorrect vendor information.

• Incorrect General Ledger (GL) account coding.

• Incorrect department, location, or project allocation.

• Missing Purchase Order (PO).

• Invoice does not match the Purchase Order.

• Goods or services have not yet been received.

• Duplicate invoice.

• Missing supporting documentation (contract, delivery receipt, quote, etc.).

• Invoice requires additional management review.

• Incorrect payment terms or due date.

• Tax calculation or sales tax is incorrect.

• Invoice was submitted to the wrong approver.

Steps to Resolve a Rejected Invoice

1. Open the rejected invoice from the Invoice List.

2. Read the rejection reason entered by the approver.

3. Review the invoice details and any supporting documents.

4. Make the requested corrections based on the approver's comments.

5. If additional documentation is required, attach the missing files.

6. Verify all invoice information, including:

   • Vendor

   • Invoice Number

   • Invoice Date

   • Due Date

   • Amount

   • GL Account

   • Department or Cost Center

   • Purchase Order (if applicable)

7. Save the updated invoice.

8. Submit the invoice for approval again by selecting the appropriate approver(s).

If You Do Not Understand the Rejection

If the rejection reason is unclear:

• Contact the approver directly for clarification.

• Ask which information needs to be corrected.

• Do not resubmit the invoice until the requested changes have been made.

Submitting the invoice again without correcting the issue will likely result in another rejection.

Best Practices

To reduce approval rejections:

• Verify invoice information before submitting.

• Ensure invoice amounts match the supplier invoice.

• Attach all required supporting documents.

• Confirm the Purchase Order matches the invoice.

• Select the correct approver(s).

• Check accounting codes and tax calculations.

• Avoid submitting duplicate invoices.

After Resubmitting

Once the invoice has been corrected and resubmitted:

• The approval workflow starts again.

• The selected approver(s) receive a new approval request.

• The invoice remains pending until it is approved or rejected again.

• You can monitor the invoice status from the Invoice List.