xtraCHEF: Invoice Rejections

In this Article:

Invoice Rejections Introduction
View Rejections
Invoice Rejection Reasons
Rejection Next Steps
Avoid Rejections in the Future
Resolve Rejected Invoices on Mobile

Invoice Rejections Introduction

xtraCHEF will reject invoices if the system cannot process them. Typically, rejections occur when an invoice is illegible, uploaded twice, or missing important pieces of information. If an invoice is rejected, it is deleted from the system.

Review how to locate rejected invoices and the steps you will take to proceed.

View Rejections

Rejections can be viewed in three places. The first is in the Rejected section of the Invoices Task tile on your dashboard. You'll be alerted if any recently uploaded invoices have been rejected by xtraCHEF.

The second is by navigating to Invoices > Rejected. Users can review the invoice's details, including the rejection reason in the Status column.

The third is by reviewing uploads underneath your Rejections column on the Reconciliation page.

Invoice Rejection Reasons

Rejections occur when xtraCHEF cannot process invoices. The following are the most typical causes:

Duplicate Invoice: An invoice with the same invoice ID and date has already been processed. This is the most common reason for invoice rejections in xtraCHEF.
Bad Image Quality: The document is not readable.
Non-Invoice Image: The document was not an invoice or receipt.
Missing Invoice Data: The document was missing necessary information such as line items or total amounts.
Missing Vendor Name: The document did not include vendor information.
Batch Contains Multiple Invoices: Multiple invoices were uploaded as a single invoice.
Zero Dollar Invoice: There was no cost associated with the uploaded document.
Bad Server Request: This error signifies that there was a server or internet outage while processing. We recommend to re-upload invoices that receive this error. If the error persists, please contact support.

Rejection Next Steps

There are three main ways to handle rejections:

Nothing: After reviewing the rejection reason, if you decide an invoice should remain rejected, no action needs to be taken. We recommend you archive the rejection so the rejected invoice count on your dashboard is current.
Reupload: After reviewing the rejection reason, if you decide an invoice should be processed, simply re-capture and re-upload the document. We recommend you archive the rejection so the rejected invoice count on your dashboard is current.
Reprocess: After reviewing the rejection reason, if the invoice should not have been rejected, it will need to be re-uploaded. We recommend you archive the rejection so the rejected invoice count on your dashboard is current.

Avoid Rejections in the Future

In most cases, rejections can be avoided by ensuring your scan or photo is legible and includes the vendor name, all line items and dollar amounts, and the final invoice total. So long as those conditions are met, xtraCHEF will typically process your invoices without rejections.

Resolve Rejected Invoices on Mobile

xtraCHEF users can also review, edit, and continue processing most of these invoices right from the xtraCHEF app. From the home screen, you'll see a tile indicating you have Tasks. This includes rejected invoices, so tap that tile.

There are a few things to note on this screen:

Many types of Action Needed and Rejected invoices can now be managed from the app.
Some tasks will group similar invoices together so they can be managed all at once (in the image below, Extract pending: Map vendor to QBO shows 4 affected invoices).
Some tasks can only be managed from a desktop or laptop device (in the image below, Info missing: unbalanced invoice cannot be resolved on mobile).

Poor image quality is a rejected invoice, so let's tap that to open it. Select the Uploaded file tab if you wish to see the invoice in question. Tap the Re-upload invoice button to open your camera app and retake the invoice picture. Remember to hold your device steady and try to make the invoice as clear and large as possible within the lens. Select + Add page if your invoice has multiple sheets to it. Once you've taken a clear picture(s), select Submit to reprocess this invoice.