Reversing an invoice export
Once an invoice has been approved by the reviewer(s), it is ready to be exported in the Export menu. It may happen that you have exported an invoice, but later it becomes apparent that the invoice needs to be modified in the Spend Cloud. In such cases, you can reverse an invoice export. This article explains how to do this.
You can choose to reverse an entire export containing all the invoices within it or individually reset one or more invoices to the "to export" status.
Attention! Please be cautious when undoing exports in the Spend Cloud. This action will NOT make any changes in the financial package. In the financial package, invoices will need to be manually removed before you can export them again.
Reversing an Entire Export
When reversing an entire export, ALL invoices contained within that specific export are returned to the export menu. To do this, navigate to Invoice Processing / Export in the menu and then click on the 'Export Files' button. By clicking on the three dots at the end of the row, you will find the option 'Undo Export':
All invoices included in this export will be returned to Invoice Processing / Exporting. Nothing has changed in the financial package. The same invoices must be manually removed from there.
Invoices that were pre-registered in this export will also be rolled back and will no longer be marked as pre-registered. These can be re-submitted for pre-registration in the usual manner, provided that the bookings are removed from the financial package.
Reversing the Export of Invoices Individually
You can also choose to return invoices individually to the "Export" menu. This is useful when you want to return only one or a few invoices from a complete export. To do this, open the export file in the Export File overview by clicking on the magnifying glass, and then click on the arrow at the end of the row for the respective invoice:
Reversing the Preregistration of an individual invoice
You can choose to reverse the preregistration of an individual invoice. Within the Export files section, you can search for a preregistration of an export. You then open the export file using the magnifying glass icon. If you scroll down a bit, you'll see all the preregistrations within this export. When you hover the mouse over the invoice, you can click the arrow on the right to undo the preregistration, allowing the invoice to be resubmitted for preregistration. Please note that you must remove the preregistration from the financial package, as Spend Cloud is typically not allowed to overwrite an existing preregistration.
Related Articles
Export invoices
Once an invoice has been approved by the assessors, it is ready to be exported in the Export menu section. Within this overview, you can review or edit the invoices one last time before they are processed in the financial system. Exporting invoices ...Pre-registration via a webservice
The current setup does not provide an optimal connection between the Spend Cloud and the financial system, particularly concerning VAT registration. The purchase invoice is only sent to the financial system once it has been fully approved. This ...Statistics invoice processing
On the Statistics page of Invoice processing, you will find various statistics regarding the invoices that have been processed via Spend Cloud. For instance, you can view the top 5 creditors with the most invoices. Use the selection fields on the ...Encoding an invoice
In the Coding menu, you'll find all the invoices that can be processed (coded). By clicking on a row or the pencil icon from the overview, you can access the page where you can code the invoice details. Encoding Invoices When you start encoding an ...Configuration settings for Invoice Processing
In the menu section Configuration Settings / Invoice Processing, you will find settings that apply to the Invoice Processing module. Also, read this article for more information on configuration settings. Make sure you understand what each setting ...