Exception Handling
Handle approval exceptions — reject, return, reassign, and investigate problem invoices — from the purchase-invoice detail and In Docs status list.
Exception actions (typical)
Section titled “Exception actions (typical)”| Action | Purpose |
|---|---|
| Reject | Material issues; clerk must fix and resubmit |
| Return for Review | Minor corrections without full rejection (when available) |
| Approve | Accept after review |
| Reassign | Route to another approver (when configured) |
| Hold / request info | Wait for clarification (when configured) |
On Pending Approval, use Reject or Return for Review for exceptions; Approve when the invoice is clean.
Rejecting with comments
Section titled “Rejecting with comments”When rejecting:
- Choose Reject
- Select a reason when prompted (duplicate, invalid data, pricing, unauthorized, other)
- Write a specific explanation for the AP clerk
- Confirm
The clerk sees status and comments in their queue and can edit then resubmit.
Common reason themes
Section titled “Common reason themes”| Theme | Example use |
|---|---|
| Duplicate | Already processed |
| Invalid data | Wrong amounts / parties |
| Missing PO / reference | Policy requires PO |
| Pricing | Disagrees with agreement |
| Unauthorized | Outside policy |
Return vs reject
Section titled “Return vs reject”- Return for Review — fixable data issues; keep the process light
- Reject — formal rejection path and metrics; use when the invoice should not proceed as-is
Escalation and reassignment
Section titled “Escalation and reassignment”If the amount exceeds your authority or you have a conflict of interest, reassign or escalate per your approval rules (manager / CFO / named user) and document why.
Monitoring outcomes
Section titled “Monitoring outcomes”Track results in In Docs via Status (Pending Approval, Rejected, Posted to ERP, …).
Monitor Pending Approval, Posted, and other outcomes in the status column.
Investigating duplicates and mismatches
Section titled “Investigating duplicates and mismatches”Use search and filters to find related invoices (same vendor, number, or amount/date).
Search by vendor or invoice number; filter to compare candidates before rejecting as duplicate.
Best practices
Section titled “Best practices”- Write specific rejection comments
- Prefer return for minor fixable issues
- Document disputes thoroughly when vendor involvement is needed
- Clear aging Pending Approval items first
- Escalate only when policy requires higher authority