How to Reset Invoices - Next Gen

Modified on Fri, 08 Mar 2024 at 10:54 AM

This article relates to the Quadient AP NextGen UI, which is being released to our customers on a rolling basis. To learn more about the NextGen UI, please reach out to your Customer Success Manager.

Once an invoice is submitted for approval in Quadient AP, the coding can not be changed. The following invoice statuses are considered non-editable, and the invoice must be reset to make any coding changes:

  • Pending Approval (PA)*
  • Approved (A)
  • Exported (EX)
  • Sync Error (SE)

*By default invoices in Pending Approval (PA) status are non-editable, but users with the Super Approver role can make some coding changes. Learn more about the Super Approver role here

How to reset an invoice in Quadient AP

Users with the Invoice Coder, Invoice Administrator, and System Administrator can reset their own invoices. Invoice Administrators and System Administrators can additionally reset any invoices they have access to. 

Navigate to the invoice you need to reset, and under Actions select Reset Invoice.

A comment must be left explaining why the invoice is being reset. Enter the reason in the comment box, and click Reset to complete the action. 

The invoice will move to the In Progress tab in Reset (RE) status. Please note that any previously approved invoices will need to go through the approval process again before they can be exported to your ERP.

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