Review and Resolve Invoice Exceptions

Overview

Reviewing and resolving Invoice Exceptions in SupplierGATEWAY ensures that invoicing issues are identified, addressed, and corrected in a timely manner. Invoice exceptions occur when submitted invoices do not meet validation rules, approval requirements, or Purchase Order conditions. Resolving these exceptions supports accurate payments, compliance, and efficient invoice processing.

This article explains how internal users review invoice exceptions and take corrective action within SupplierGATEWAY, including where exceptions are accessed, how issues are evaluated, and how invoices are resolved.

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Prerequisites

Before reviewing and resolving invoice exceptions, the following conditions must be met:

• The user has access to the Invoicing or Accounts Payable application.

• The user has permission to review and manage invoice exceptions.

• One or more invoices are in an exception status.

• Supporting documentation and reference information are available.

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Access Invoice Exceptions

1. Log in to SupplierGATEWAY.

2. From the main menu, select the Invoicing or Accounts Payable application.

3. Navigate to Invoices or Invoice Management.

4. Select Exceptions, Exception Queue, or Invoices with Issues.

The system displays a list of invoices requiring review.

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Review Invoice Exception Details

Step 1: Open the Invoice

1. Select the invoice with an exception status.

2. Review the exception indicator or message.

The system displays the specific reason for the exception.

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Step 2: Identify the Exception Type

Common invoice exceptions include:

• Invoice amount does not match the Purchase Order.

• Missing or invalid Purchase Order reference.

• Duplicate invoice number.

• Missing required documentation.

• Tax or currency discrepancies.

Exception details are displayed within the invoice record.

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Resolve the Invoice Exception

Step 1: Determine Required Action

Based on the exception type, determine whether to:

• Request clarification or correction from the supplier.

• Edit invoice details, if permitted.

• Reject the invoice.

• Approve the invoice after verification.

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Step 2: Take Corrective Action

1. Select the appropriate action option:

   • Request Update

   • Return to Supplier

   • Reject

   • Approve

2. Add comments or instructions, if required.

3. Save or submit the action.

All actions are logged for audit purposes.

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Step 3: Communicate with the Supplier (If Applicable)

• Suppliers receive system notifications when action is required.

• Suppliers can update and resubmit invoices as instructed.

• Communication history is retained in the invoice record.

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Confirm Resolution

1. Monitor the invoice status after action is taken.

2. Confirm the invoice status updates to Resolved, Approved, or Resubmitted.

3. Proceed with standard approval or payment workflows as applicable.

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Outcome

Once invoice exceptions are reviewed and resolved:

• Invoices progress through the approval and payment process.

• Errors are corrected and documented.

• Payment delays are minimized.

• Compliance and audit requirements are supported.

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Related Articles

• Submit an Invoice

• Create a Purchase Order

• Understand Requisitions and Approvals

• Manage Supplier Records