Disapproving or recalling invoices as accounts payable department
A situation may arise where an invoice is sent for review with incorrect coding, or it needs to be sent to a different employee. In this article, we explain how the finance department can retrieve the invoice in order to edit it.
Recall an invoice
To make changes to an invoice under assessment, it must first be disapproved. This can be done either by the assessor who received the invoice or by a member of the (central) accounts payable department responsible for coding invoices, provided they have the necessary permissions. In the Assess section of the menu, accounts payable staff can disapprove or put invoices on hold on behalf of others (this depends on your role and/or function profile settings). Go to Invoice Processing / Assess. Select the employee (or leave the field blank and click Select). Optionally, enter the journal number to find your invoice more quickly.
By leaving the "Employee" search field empty, you ensure that you no longer only see invoices assigned to your name, as your name is automatically filled in.
Click the invoice to open/assess it. At the top of the screen, under All my invoice lines, select disapprove and click Save. The invoice will now appear in the disapproved section of the menu.
If you can’t open the invoice, or if the options are greyed out during review, your role does not permit you to review invoices on behalf of others. Contact your application administrator to reject the invoice for you, or to grant you the necessary permissions. This is managed in the role/function profile settings.
Required role and/or profile settings for the accounts payable team. This option is only visible in the role/function profile settings if it's based on a rights set where module administrator is enabled for Invoice Processing.
Re-sending the invoice
Once the invoice has been diapproved using the steps above, go to Invoice Processing / Disapproved menu. Here, you can edit the invoice and apply the correct coding. If you change the organizational unit or the employee, the approval workflow for this invoice will be reset. In that case, a previous assessor may need to review the invoice again. If you don’t change the organizational unit and/or employee fields, the invoice will continue in the approval workflow from where it left off before being disapproved.
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