Reject an Invoice

When Invoice Approvals are configured for use in Vision, all invoices must be approved before they are accepted and posted for your clients. You submit all invoices from within Vision; however, you can use Navigator or Vision to approve or reject the invoice as needed. Typically, invoices are rejected when they include incorrect information.

When you reject an invoice in Navigator, the invoice status in Vision immediately changes to display as Rejected. If the invoice's project is the main project for a billing group, all projects within the billing group are rejected as well. If an invoice is rejected, anyone who has required security access can display the invoice in Vision Interactive Billing and make changes to that invoice and submit it for approval again. See the Vision Billing online help for more information.

When you reject an invoice, it may be helpful to enter comments that summarize the reasons for the rejection and what needs to be changed for the invoice to be approved. These comments can be shared easily with others and are simultaneously updated in both Navigator and Vision to ensure that all information related to the invoice is accessible in one location. Use the Comment Entry field on the Billing Comments dialog box to enter related comments.

To reject an invoice, complete the following steps:

1. In Navigator, click and select Project Management.
2. Click the Invoice Pending Approval alert button and select the name of the project that contains the invoice that you want to view. The project opens on the Invoices tab, the Draft Invoice Pending Approval toolbar displays, and a list of invoices displays in the grid.
3. Select Display Invoice to preview the invoice, if needed.
4. Select Reject this Invoice on the Draft Invoice Pending Approval toolbar. Navigator confirms that the invoice's status is Submitted and then opens the Billing Comments dialog box.
   • If there was already an In Process billing comment, the status in the Action column is changed to Rejected and any associated comments display.
   • If there was not an In Process billing comment, a new comment row with a status of Rejected in the Action column is added to the grid.
5. Select the rejected comment row on the Billing Comments grid and use the Comment Entry field to enter new comments or update existing comments about why the invoice was rejected.
6. Click the Reject button to reject the invoice for billing. The invoice's status updates in both Vision and Navigator.

   When you reject the invoice, Navigator updates the invoice status to Rejected and, if alerts are configured, sends an alert to the person responsible for the next step in the process so they can make necessary updates before resubmitting the invoice.