Important Note:
Reverting an invoice to draft might impact other invoices created with later end dates.
Invoices created with end dates after the invoice you're reverting may also be reverted to draft. You will receive a warning message listing the affected invoices. This ensures that all related invoices are updated consistently.
Overview
Reverting an invoice to draft allows you to make edits to an invoice that is no longer in draft status. This process is useful when you need to modify an invoice that has already been submitted for approval.
Process
How to Revert the Invoice
If you are the active Approver, you can:
Click the three dots at the top right of the invoice and select Reject.
2. Click Revert to Draft in the top right.
3. You can now edit the Invoice by clicking the three dots at the top right and clicking Edit Invoice.
Who Can Revert to Draft?
Only users with the active approver role in the current approval workflow can revert an invoice to draft when its status is:
Pending Internal Approval
Internally Approved (but not yet sent to the client)
Internally Rejected
Not an Active Approver?
If you need to revert an invoice in the "Pending Internal Approval" status but are not listed as an approver, you can use the "Override Approver" function:
Go to the Approvals tab for the invoice.
Click "Override Approver."
Assign a new approver (most likely yourself).
Ready to Revert?
Once you understand these rules and potential impacts, you can revert an invoice to draft if needed. If you're unsure about your approval role or need further assistance, please don't hesitate to reach out to our team or contact your system administrator.
Why Can't I Revert the Invoice Myself?
You are unable to use the "Revert to Draft" option because these are classified as on-system invoices.
On-system invoices mean they involve transactions between two parties actively using our system.
The system security protocol prevents a user from unilaterally reverting a paid invoice that affects another company's records.