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Supplier: How do I resend a rejected e-invoice?

AD team Updated by AD team

How do I resend a rejected e-invoice?

Regardless of how you e-invoice on the platform (via cXML or PO flip), if your invoice is rejected, it is vital to understand why and then resubmit it correctly back via the platform.

What pre-match checks are made?

As a reminder, the marketplace pre-matches on the below criteria:

Pre-match checks are performed on both invoices and credit notes.
  • Purchase order number: the system checks that a purchase order document with that number has been raised through OneAdvanced Purchasing for that combination of buyer and supplier
  • Line order and Catalogue Number: the order of lines on an invoice or credit note does not matter, but each line must be correctly referenced to related documents. Specifically, each line on an invoice must reference the specific line on the purchase order document that it relates to. If a credit note is received as XML then it must reference the specific lines on the purchase order (but not on specific invoices). Note however that where a credit note is created through the marketplace then it will be linked to both order lines and invoice lines automatically. In all cases, the catalogue number must match perfectly between the documents.
  • Quantity invoiced: the system will validate that the quantity of goods being invoiced against a particular order line is not greater than the quantity of goods that were ordered. The system will calculate this based upon the quantities in the invoice being checked, plus the quantities in any other invoice documents previously submitted by the supplier.
  • Invoice number is unique to that supplier: if your organisation traditionally cycles through a discrete range of PO numbers (e.g. 1 to 1,000,000) please be mindful of this constraint. For clarity, note that it is possible for different suppliers to use the same invoice number if they are submitting their data via XML, even for the same buyer.
  • Price: The exact tolerance level is set per buyer (and applies to all suppliers of that buyer), and can be done by percentage or a specific value e.g. "£0.05”.
  • Invoice header values: The system also validates that the invoice header values match up with the sum of the item line values, for both net and gross amounts. (Note that all values sent on to buyers are those received from the supplier - the OneAdvanced system does not perform any recalculations)
Please note some buyers do allow suppliers to amend the VAT rate as part of the invoicing process. For example, if an order has been raised with Standard VAT (20%) but you need to invoice back at zero-rated, this is allowed.

What rejection message might I see?

To understand more about the how you can review invoice rejections and to understand common rejection reasons please go to How can I review any invoice rejections?

I've understood why an invoice or credit note was rejected, what should I do next?

You should, as a first port of call, submit a revised document that would pass the pre-match checks via your normal method (i.e. PO flip or XML).

If you normally send via cXML, please note that PO flip is available to you as an option via the supplier portal also.
If it is not possible to resend within the confines of the pre-match you would need to arrange an offline procedure with the buyer to process the document outside of OneAdvanced. This should be a last resort however.
Can I resubmit the same invoice number again?

Yes. The addition of a date/time stamp to the invoice number of a rejected document allows suppliers to resubmit corrected documents with the same invoice number should you wish without the OneAdvanced pre-match objecting to the you providing a non-unique invoice number.

How did we do?

Supplier: Purchase Orders

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