Automatically reject supplier invoices

Automatically reject supplier invoices

When creating invoices from the Inbox, the user may know straight away that the invoice needs to be rejected and doesn’t need to go out for approval. This help article shows you how to do this. 

Create a Reject Workflow 

Head into your Division and create a workflow. We recommend two steps. A “send email” step to the supplier to alert them to the rejection, and the ‘Change field value’ step as shown below: 

An example of a Send Email workflow step

change field step

You can use the placeholder of {Internal_comments} to show the supplier the reason – which the user can add when creating the invoice. 

Using the workflow

To use this new Auto Reject workflow, the user will need the Admin permission to be able to choose workflows. This means when creating an invoice – as shown below the user will select the new workflow: 

How it Works

The invoice creator creates the invoice and selects the specific workflow created above to reject the invoice. The invoice will be created and sent into this workflow. Assuming the supplier has an email address, the supplier will receive an email with the reasons the invoice has been rejected. 

The invoice will then go on to complete the workflow and the ‘change field to value’ will result in the invoice being set to Reject, therefore showing a red, rejected status in the invoice list view.  

    • Related Articles

    • Supplier History

      The purchase history tab in the supplier record allows you to drill down on all orders or invoices recorded against this supplier. You can use the filters at the top of the section to add a date range and a type of invoices/orders or all. Click go. ...

    • Supplier Portal

      You can set Zahara to allow individual suppliers to log in to Zahara and see their Purchase Orders and Invoices. You can even allow them to create their own invoices, or match them against existing orders. We recommend you use this sparingly though. ...

    • Supplier Matching

      This article will help you get better supplier matching when using the Invoice Inbox. How it Works 1. The receive email address identifies the business unit 2. The sender’s email address should identify the suppliers (unless it’s your own or a ...

    • Zapier: Automatically adding PO and Invoice Data in Excel Online or Google Sheets

      Using Zapier you can have the data from your new Purchase Orders or Invoices automatically added to an online spreadsheet. Our recommendation is to add to Excel Online or Google Sheets. Pre Requisites You will need an account at Zapier – ...

    • Import Invoices from Xero

      This feature is designed for those Xero users that use Dext, Auto Entry, EzzyBills or in fact anyone that created purchase invoices on your behalf. These services will export the invoice into Draft in Xero. From here the invoices can be imported into ...