There are 2 ways to turn an invoice down, and they are not interchangeable. Rejecting keeps the invoice, with a reason on the record. Deleting takes it out of your queues and cannot be undone in SubBase.
Before you start
To reject, you need Can change status and assignee or Can edit invoices.
To delete, you need Can delete invoices. Without it, Delete Invoice is not in the menu at all.
Both are set per role by your Admin, in Company Settings, under Permissions.
Which one to use
| Reject | Delete |
Stays in the library | Yes | On the Deleted tab only |
Reason recorded | Yes | Yes |
Can be undone | Yes, change the status back | No |
Lines and order links kept | Yes | No |
Reject an invoice
Open the invoice.
Set the Status to your company rejected step.
Pick a reason in the Rejection Reason box that opens.
Add Details if the reason needs explaining. It is required when you pick Other.
Click OK, then Update.
The reasons offered are Duplicate / double bill, Voided / cancelled order, Already paid / processed, Incorrect price, amount, or quantity, Not a valid invoice (ticket, packing slip, statement), Invoice revised / corrected version coming, Wrong project / not our invoice, Goods not received / returned / off-rent, Missing information or attachment and Other.
Nothing is removed. The invoice keeps its lines, its matches and its links to orders, and it stays on All Invoices. The reason shows under the status on the invoice, and you can change it with Edit Rejection Reason. To undo the rejection, set the status back to an earlier step.
Delete an invoice
Open the invoice.
Open the menu beside Update and click Delete Invoice.
Pick a Reason.
Type an Explanation. It is required for an extraction problem and for other.
Click Delete.
The reasons offered are mistake on creation, duplicated, cancelled, outdated, incorrect, not an invoice, extraction problem and other.
What deleting does
What goes. The invoice leaves To Review and All Invoices. Its line items go with it, and so do the links between each line and the order item it was matched to, and the invoice links to the orders it was billing. Those orders are recalculated, so their invoiced and remaining figures change, and the budget on any commitment behind them is recalculated too.
What comes back. There is no way to undo this in SubBase. The permission itself says so, and nothing in the product will bring a deleted invoice back. The record is kept, read-only, on the Deleted tab with Deleted At, Deleted By and Delete Reason. You can still open the invoice from there and read it, marked with the date and time it was deleted, but nothing on it can be edited. Uploading the document again creates a new invoice, with none of the old matches or order links.
What blocks it. You need Can delete invoices; without it the menu item is absent. On an invoice that is already deleted it is greyed out.
Notes and limits
Deleting is not the same as removing a line. To take a line off an invoice, tick it and use the delete button above the list.
A deleted invoice no longer counts towards an order being fully invoiced, so an order that was locked on that basis may unlock.
Rejecting does not tell the vendor anything. Contact them yourself.
Best practices
Reject an invoice you will not pay. Delete one that should never have existed. A rejected duplicate stays visible with a reason and can be reopened by changing the status; a deleted one leaves a gap in the record and no way back to it.
Pick the reason from the list rather than putting it in Details. The list entry is what shows under the status and in the record; your free text only stands on its own when the reason is Other.
Note which orders the invoice is on before you delete it. Deleting cuts those links and changes each order's invoiced figures, and re-creating the invoice will not restore them. You will match every line again by hand.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.