MyInvois Portal User Guide (Chapter 7) - Document Rejection And Cancellation

Summary

This video explains the difference between rejecting and canceling documents via the My Invoice portal. Rejection is initiated by the receiver within 72 hours of invoice validation, often due to errors like incorrect buyer or invoice details. Cancellation, initiated by the issuer, follows similar steps. The portal offers three methods for rejection: from the documents tab, document details view, and submission tab. For cancellation, the same methods apply. Successful rejection or cancellation triggers email notifications to both the buyer and supplier, and allows multiple documents to be processed at once.

Takeaways

• 😀 A document rejection is a request initiated by the receiver to reject an e-invoice or self-built e-invoice, typically due to incorrect buyer or invoice details.
• 😀 A document cancellation is initiated by the issuer and must be done within 72 hours of validation of the e-invoice.
• 😀 The My Invoice portal allows users to reject or cancel documents through three main methods: the documents tab, the document details view, and the submissions tab.
• 😀 To reject a document via the documents tab, click the document button on the landing page, choose the document, and select the reject option if it meets the rejection criteria.
• 😀 When a rejection is requested, the document status remains valid until it's canceled, and both the buyer and supplier receive email notifications.
• 😀 Multiple documents can be rejected at once by selecting checkboxes at the left end of the table and clicking the reject button.
• 😀 The second method for rejection is through the document details view, where users can click the document UUID, select the reject button, and follow the rejection steps.
• 😀 The third method for rejection is through the submissions tab, where users can click the submission ID and initiate rejection from the detailed view of the submission.
• 😀 Cancelling a document follows a similar process to rejection. To cancel, click the document in the documents tab, select cancel, and provide a reason for cancellation.
• 😀 Successful cancellations are indicated by a green notification bar and the 'cancelled' status, with email notifications sent to both the buyer and supplier.

Q & A

What is the difference between rejecting and canceling a document?

Rejecting a document is initiated by the receiver due to incorrect details, such as wrong buyer or invoice information. Cancellation is initiated by the issuer for similar reasons, and both actions must be done within 72 hours from the time of validation of the e-invoice.

How long does the receiver have to request a rejection of a document?

The receiver has 72 hours from the time of validation of the e-invoice to request a rejection through the My Invoice portal.

Who can initiate a cancellation of a document?

The issuer of the document is responsible for initiating the cancellation, not the receiver.

What are the three ways to initiate a rejection or cancellation on the My Invoice portal?

The three ways are: 1) through the 'Documents' tab, 2) through the 'Document Details' view, and 3) through the 'Submissions' tab.

How can multiple documents be rejected at once on the My Invoice portal?

Multiple documents can be selected at once by ticking the checkboxes on the left side of the document list, then clicking the 'Reject' button on the top right of the screen.

What happens after a rejection request is successfully submitted?

Once a rejection request is successful, a green bar appears confirming the rejection request, and both the buyer and supplier will receive an email notification. The document status remains valid until it is canceled.

What happens if a document meets the rejection criteria in the My Invoice portal?

If the document meets the rejection criteria, the 'Reject' button will appear, allowing the user to initiate the rejection process, including selecting a reason for rejection.

How does the document status change after a successful cancellation?

After a successful cancellation, the status of the document will change to 'Cancelled,' and both the buyer and supplier will receive an email notification confirming the cancellation.

Can a document be canceled after it is rejected?

Yes, a document can still be canceled after it has been rejected, provided the cancellation is initiated within 72 hours of validation.

What is required to initiate the cancellation of a document?

To initiate cancellation, click on the 'Documents' tab, select the document, and click the three dots at the end of the row. From there, choose 'Cancel,' select a reason for cancellation, and initiate the process.