Invoice Extracted But Not Approved

[DHanssen]

Hello,

I have a situation where an old invoice was somehow extracted from Concur but was not fully approved (before my time so not sure how it happened). The invoice has a "Pending Validation" approval state although it's long been paid and is now polluting our "Pending Accounting Review" dashboard metric.

Does anyone have any experience or advice dealing with an extracted but not fully approved invoice? I know there are limitations around extracted invoices, but it would be nice to clear this from our dashboards.

Thank you,

David

[kseronio]

Hi David, we also had this issue, and I opened a Concur ticket. You can provide them the invoice ID number or payment details, and they can update the payment status for you, or you can do it yourself if you have invoice admin access. You would need to go to the Invoice tab, then on the Payment Manger tab. On the left of the screen, you will see an Invoice Number or Invoice ID search box. Enter your invoice number or ID in this box and click on the invoice details when they populate. Click on the blue Action button on the right of the screen and from the dropdown click Update Payment Details. Enter the correct fields and press Save. Hope this helps!

[DHanssen]

Hi kseronio,

Thank you for the quick reply. While your solution does help with another situation we had (accidentally voiding an invoice), my issue is with the invoice approval status; it's stuck at "Pending Validation" even though the payment status is either paid or void.

[PoojaKumatkar]

Hi @DHanssen , 

Can you please provide a full screen screenshot where it shows pending validation status. 

Also full audit trail screenshot of that invoice which has pending validation status and any other random invoice which got posted successfully. 

[DHanssen]

Hi @PoojaKumatkar ,

Here are the screenshots:

Processor View:

Audit Log of the invoice pending validation:

Audit Log of another invoice (same vendor, time period) that is fully approved:

[PoojaKumatkar]

Hi @DHanssen , @kseronio 

Please refer to the below support article. 

Seems in your case, invoice for which approval status still shows "pending validation" at that time vendor screening status might have NOT fully completed that's the reason even after invoice is fully approved approval status still shows "pending validation".

In such cases, you can refer to the below suggested steps to reprocess the invoice. However, for the current invoice you cannot do this because invoice is already fully "paid". These resolution steps are only applicable for invoices which are not fully approved and paid yet.

For the same vendor, when you submitted 2nd invoice, at that time vendor screening status got fully completed and hence invoice approval shows "approved" for the 2nd invoice.

Hope this helps!

If this answers your query, then please mark solution as accepted.

[DHanssen]

Hi @PoojaKumatkar,

If I understand your reply then, I'm out of luck for this invoice and it will continue to inflate our metrics on the "Invoice Manager" screen?

[PoojaKumatkar]

Hi @DHanssen ,

You are out of luck but if needed we can somehow bring your luck back if you try and accept my below alternate workaround.

If my assumption is correct then you just have this 1 invoice which is showing "pending validation" approval status but invoice is paid already. If you dont want to see this invoice in Invoice processor screen then you can create custom query and exclude this 1 invoice and set your custom query as default query to run. 

Note - If you want this invoice should not be visible to any processor then same activity you need to do it for all processors. 

Sample screenshot:

If this answers your query, then please mark solution as accepted.