To simplify the invoice review process, customers can use and customize our built-in rejection reasons and/or create their own based on vendor billing needs and standard processes. Active rejection reasons appear to invoice reviewers as a list of options on invoices, as shown in the image below. For additional information about rejecting invoices, click here.
Note: These User Guides will be updated as more features are added and revised. Check in frequently for more information.
To get started, go to Settings > Invoice Rejection Reasons.
This article covers the following administrative tasks for invoice rejection reasons:
Built-In Invoice Rejection Reasons
The following standard rejection reasons are available to all customers:
- Attachment does not match invoice
- Billed to incorrect matter
- Duplicate work from another invoice
- Insufficient invoice description
- Invalid activity code
- Invalid discount
- Invalid expense code
- Invalid task code
- Missing activity code
- Missing discount
- Missing expense code
- Missing task code
- Unapproved timekeeper rate
- Unauthorized work
- Wrong matter
Editing Rejection Reasons
The steps below apply for built-in and custom rejection reasons only if the Related Invoices column displays 0. Once a rejection reason is applied to at least one invoice, it can no longer be edited. You can, however, deactivate it so that it cannot be selected moving forward.
1. Click on the ... (more) option under the Actions column and select Edit.
2. Update the the rejection reason name and then click Save.
REMINDER: The updated reason will appear as an option to invoice reviewers when rejecting invoices moving forward.
Adding a Custom Rejection Reason
If the built-in rejection reasons do not address all of your vendor billing scenarios, you can create custom reasons that will appear in the list of options shown to invoice reviewers when rejecting an invoice.
Before Continuing
Review the following notes and considerations before moving forward:
- New rejection reasons are set to active by default, which means they will immediately appear in the list of options.
- All rejection reason names must be unique; duplicate names return an error message.
- A maximum of 250 characters are allowed for each invoice rejection reason name.
- Confirm that a similar or overlapping rejection reason does not already exist to avoid confusion.
- Check whether editing an existing rejection reason addresses your need; the option to edit is only available if the reason has not yet been applied to one or more invoices.
- Make sure rejection reasons are clear and appropriate since any applied reasons will be visible to the vendor in BillingPoint and via email notification (if applicable).
- If a rejection reason has already been used on one or more invoices but needs to be renamed, consider setting it to inactive and then creating a new rejection reason to replace it per the instructions below.
How to Add a Custom Rejection Reason
1. Click Add Invoice Rejection Reasons in the top-right corner.
2. Enter the name of the rejection reason in the text field and click Save.
Deleting a Rejection Reason
The steps below can be taken for built-in and custom invoice rejection reasons only if the Related Invoices column displays 0. For instructions on a deactivating a reason that has already been used, click here.
1. Click on the ... (more) option under the Actions column and select Delete.
2. Click Yes when prompted to confirm.
Marking a Rejection Reason as Active or Inactive
If a rejection reason is set to active, this means that invoice reviewers can select it from the list of options when rejecting an invoice and that it will appear to vendor users in BillingPoint. By default, the following applies:
- Built-in rejection reasons provided by Onit are automatically set to active
- Custom rejection reasons added by admins are automatically set to active
The status can be changed for rejection reasons with or without related invoices. This is useful, for example, if you need to remove an existing reason from the list of options shown to reviewers and replace it with a new custom rejection reason.
1. Click the ... (more) option under the Actions column and select Inactivate/Activate.
2. Click Yes when prompted to confirm.
