Reject an Invoice

When a project is configured to use invoice approvals, all of the invoices for the project must be approved before they are accepted and posted.

A red exclamation mark () displays on the Invoices tab if a draft invoice that you are responsible for approving or rejecting for billing has been submitted for approval for the currently selected project.

When you reject an invoice in DPS, the invoice status immediately changes to 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 make changes to that invoice and submit it for approval again.

When you reject an invoice, you can also enter comments to summarize the reasons for the rejection and explain what needs to be changed so the invoice can be approved.

To reject an invoice:

1. The draft invoice precedes the Invoices grid, in its own row labeled Draft, followed by the invoice date and the invoice amount contained in the draft. Click on or hover over the draft invoice and click to the right of the row, and in the drop-down list select Reject Invoice.

   DPS displays the Billing Comments dialog box.

   • If there is an existing billing comment with In Process in the ACTION column, the status in that column is changed to Rejected.
   • If there is no existing comment with In Process in the ACTION column, a new comment row with a status of Rejected in ACTION is added to the grid.
2. Select the Rejected comment row on the grid and enter your comment in Comment Entry.
3. Click the Reject button to reject the invoice for billing.

   When you reject the invoice,DPS updates the invoice status to Rejected. If DPS is configured to support invoice approval alerts, DPS sends an alert to the person responsible for the next step in the process so they can make necessary updates before resubmitting the invoice.