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Unsubmit Invoices in Batch Billing

If you use an approval process for invoices, after you submit invoices for approval, you can unsubmit them and start the approval process over again.

You may want to unsubmit invoices if you entered incorrect information when you processed the invoices, such as incorrect presentation dates, bill-through dates, or bill-through period on the Billing Session Options dialog box. If you need to make changes to the invoice detail (transactions billed) and start the approval process again, you do not need to unsubmit. Instead, make the changes in Interactive Billing, and then submit the invoice again. This method is commonly used when an invoice is rejected and comments are entered to identify what needs to be changed before the invoice can be approved.

You can unsubmit invoices that have a Submitted or Rejected status.

To unsubmit an invoice:

  1. In the Navigation pane, select Billing > Batch Billing.
  2. On the Billing Session Options dialog box, select the options for the session and click OK.
  3. With the Invoice Creation tab open, click Other Actions > Unsubmit Invoices on the actions bar.
  4. On the Unsubmit Invoice dialog box, click in the Select Specific Projects field and then click Search at the bottom of the drop-down box to open the New Search dialog box.
  5. On the New Search dialog box, complete any of the following actions:
    • To select all projects in the list, click Apply All. You are returned to the Unsubmit Invoice dialog box, and you see Records Selected in the Select Specific Projects field.

      The projects that display in the list are the projects that:

      • Are in the active company.
      • Your security role can access.
      • Have submitted invoices.
    • To select only certain projects, select the check box at the beginning of the row for each project, and then click Apply Selected. You are returned to the Unsubmit Invoice dialog box, and you see Records Selected in the Select Specific Projects field.
    • To add search criteria to filter the list of projects on the New Search dialog box, so you can view and select a subset of projects, click More Search Options on the dialog box. Enter search criteria in the shaded grid area added to the top of the dialog box. You can also turn on Advanced Settings at the top of the dialog box for more search options.

    For more information about the New Search dialog box, see New Search Dialog Box and Advanced Search Settings in the Search section of the help.

  6. On the Unsubmit Invoice dialog box, click the check boxes in the Approval Status section to further refine the search criteria for the projects selected in the Select Specific Projects field.
    • Submitted: Select this check box to unsubmit only submitted projects.
    • Rejected: Select this check box to unsubmit only rejected projects. Note that if there are comments associated with the rejected projects, these comments are removed from the project's history when they are unsubmitted.
  7. Click Run to unsubmit the invoices that are associated with the selected projects.
    When you unsubmit invoices:
    • The status of each invoice and all the transactions that were associated with it are changed back to New.
    • The Billing Session Options settings are discarded.
    • All comments entered on the Draft Invoice Comments dialog box for a draft invoice during the approval process are deleted. These are the comments that you view by clicking More in the Draft Invoice Comments field in the Draft Invoice Approvals section of the General tab in Draft Invoice Approvals and in Interactive Billing.
    • If you have Use Markup on Draft Invoices set to Yes in Settings > Billing > Options: The draft invoice PDF is deleted and no longer displays on the Draft Preview tabs in Interactive Billing and Draft Invoice Approvals in the Projects hub. You cannot retrieve the draft invoice or its annotations and comments after it is unsubmitted. The PDF files that store an approver's annotations and comments on the Revision dialog box on the Draft Preview tab in Draft Invoice Approvals are deleted. If you submit the invoice again, the resubmitted draft invoice PDF that displays on the Draft Preview tabs in Interactive Billing and Draft Invoice Approvals does not contain the annotations or comments that were made before you unsubmitted it.