Updating disapproved invoices and definitely rejecting invoices
Invoices in the Spend Cloud can be rejected. Consider, for example, an invoice addressed to the wrong budget holder or with an incorrect coding. The reviewer or the central administration (with the appropriate permissions) can then reject an invoice. It will appear in the "Rejected" menu item. Invoices can also be permanently rejected, for example, because the invoice is incorrect and a new one is being issued, you disagree with the invoice, or if it concerns a fraudulent invoice. We explain how to handle both situations in this article.
Modify and resend a rejected invoice
A rejected invoice receives the status 'Rejected - new'. You can adjust the coding by clicking on the invoice line in the Invoice Processing / Rejected menu or by clicking on the pencil icon. Under 'Notes', you can view why the invoice was rejected and what needs to be adjusted. You can change the status in the invoice header; for example, you can place the invoice on hold if there are additional questions before it can be resent. You can also change the status to 'Rejected - to be sent' so that your colleagues know the invoice is ready to be resubmitted to the review process. After making any changes, you can save the invoice using the buttons at the top of the screen and resend it from the overview for review. You can also select 'Save and send' directly from the invoice. Applying templates is not possible to rejected invoices, as this removes all invoice lines and results in the entire invoice having to be processed again.
Please note that when working with pre-registration, changes you make to invoice coding are not re-pre-registered in your financial package. Read more information about pre-registration here: Pre-registration via a web service
Permanently reject the invoice
You can permanently reject an invoice in various places, if you have the correct rights to do so.
Permanently rejecting an invoice means that it can no longer be edited and/or processed further. Please note! This action cannot be undone.
Permanently rejecting an invoice is possible within the Invoice Processing module in the Rejected, Review, and Export menus. You can permanently reject the invoice by clicking on the three dots at the end of the invoice line and selecting 'Permanently reject'. Next, enter the reason for the rejection and click 'Save' at the top.
View permanently rejected invoices
By permanently rejecting an invoice instead of deleting it, no gap is created in the invoice number sequence. Therefore, we recommend permanently rejecting over deleting. The invoice will then receive the status 'Permanently rejected' and will remain visible in Invoice Processing / Archive. If you wish to search for the invoice in the archive, you must select the status 'Permanently rejected'.
Generate an audit report
If you have the correct permissions, you will see a button labeled 'Verification Report' at the top of the menu. Clicking this will generate a report containing all invoices with the status 'To be sent'. This PDF includes, among other things, the total amount of the invoices you are resubmitting for sending, including the corresponding coding. This is useful if you want to see at a glance what is ready to be resubmitted for review.