If any detail in the document submitted by the supplier is incorrect (for instance if the invoice line items exceed the payment restrictions), users have the option to reject the document.
Locate the document in question. The Payment Restrictions for that deployment are displayed, allowing users to verify that they match the line items in the document. Selecting the Linked Deployment also provides a preview of the deployment.
Select the Reject Document link from the Options dropdown in the top right of the screen.
Only documents that have been matched to deployments can be rejected. If the document has not already been matched to a deployment, the document can only be deleted rather than rejected. This ensures that users can always provide context to the supplier on why the document has been rejected.
Select a Rejection Reason from the dropdown list that will be communicated to the supplier. Rejection Reasons can be configured for your agency by Conferma.
Any text entered in the description field is also displayed on the communication to the supplier.
Alternatively manually add in the Rejection Reason.
Select whether to send the communication via fax or via email.
The Fax Number and/or the Email Address will automatically be populated with the details of the supplier when they submitted the original Document.
Select Confirm to send the invoice rejection notification to the supplier. The communication contains instructions to the supplier on how to resubmit a satisfactory invoice document.