Reject an Invoice

When a project is configured to use invoice approvals, all of the project's invoices must be approved before they are accepted and posted. The biller submits all invoices in Vision, but you can approve or reject an invoice in either iAccess or Vision.

When you reject an invoice in iAccess, the invoice status in Vision 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 display the invoice in Vision Interactive Billing and 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. These comments can be readily available to others and are simultaneously updated in both iAccess and Vision to ensure that all information related to the invoice is accessible in one location.

To reject an invoice in iAccess, complete the following steps:

1. Click the indicator that invoices are awaiting approval. If any invoices are awaiting your approval, that indicator () displays on the iAccess toolbar in the upper-right corner of the workspace. The number in the indicator is the number of projects with invoices that have been submitted for approval.
2. In the drop-down list, select the project for which you want to reject an invoice.

   iAccess selects the project in the Project Management workspace, displays the draft invoice date and invoice amount in Draft Invoice to Approve on the Invoices tab, and displays the Draft Invoices to Approve toolbar.

3. If an invoice is on file and you want to review it before rejecting it, click on the Draft Invoices to Approve toolbar.
4. To reject the invoice, click on the Draft Invoices to Approve toolbar. iAccess confirms that the invoice's status is Submitted and 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.
5. Select the Rejected comment row on the grid and enter your comment in Comment Entry.
6. Click the Reject button to reject the invoice for billing. The invoice's status updates in both Vision and iAccess.

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