Manage rejected invoices
Sometimes, an incoming invoice appears in the Rejected list. The invoices in this list are marked with a black arrow icon. It means that there are issues with the invoice that the supplier must address before they send it to you again.
Depending on whether the supplier can be notified about an error in the invoice, there are different approaches to managing the rejected invoice.
Supplier cannot be notified
If the invoice is delivered via a VAN that does not support messaging, for example, Peppol, there is no way to notify the supplier about an error. In this case, navigate to menu and use either of the following approaches:
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Automatically accept incoming invoices (receive without delay).
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Allow for a delay to review the incoming invoice before accepting.
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Manually review all errors. This prevents the invoice from being transferred until it is approved by the recipient. This approach is not recommended, since most financial systems have better tools to verify, validate, and adjust invoices.
The Peppol network is regulated so that all invoices must always be accepted if they are created according to the Peppol format standard. However, an invoice can still be rejected based on the recipient's unique requirements and in such cases the rejected invoice must be managed by the recipient.
Supplier can be notified
The supplier can be notified if they are an Invoice Portal member, or the invoice is delivered via a VAN that supports messaging, or the invoice contains a email address. In this case, the supplier receives a message and the invoice appears in the Rejected list. Once the supplier fixes the error in the invoice, Invoice Portal strikes the corresponding entry in the Rejected list through.