Resolve A Disputed Invoice
If Blackline identifies a necessary correction to be made on an invoice, they have the option to return that invoice to you. Coupa refers to these corrections as a “disputed” invoice. Disputing an invoice will allow you to make the necessary adjustments before resubmitting.
Invoices can be disputed for a variety of reasons, each requiring a specific approach for resolution. Although we cannot cover every possible scenario, we can provide a general overview of how to locate your disputed invoice, view the reason for its return, and edit and resubmit it for payment.
Getting Started
You can check the status of your invoice in two ways. If you have not yet connected to BlackLine through Coupa, simply refer to the Supplier Actionable Notification (SAN) that was emailed to you upon invoice submission. Alternatively, if you have connected to BlackLine via the Coupa Supplier Portal (CSP), you can easily locate your invoice status there as well.
Checking your Invoice’s status via the Supplier Actionable Notification
To access the invoice using SAN, click the View Status (1) button.
This will take you to a screen where you can view your related invoices. If one is disputed, you will see it in the list with Status Disputed (2) along with its Dispute Reason (3). Click the Invoice Number (4) to correct and resubmit it.
Checking your Invoice’s status via the CSP
Once you’ve clicked into the invoice, you may want to scroll down to the bottom and view the comments (10). Often, the user that disputed the invoice will add more details regarding the reason for the dispute and may include instruction on resolution. You can also add a comment for BlackLine by clicking in the Comment Text (11) field, entering a comment, and clicking the Add Comment (12) button.
Correcting and Resubmitting the invoice
To locate your invoices in the CSP, click Invoices (5) from the main navigation. Then ensure that BlackLine Systems is selected from the Select Customer (6) drop down. You should now see a list of invoices you’ve submitted to BlackLine via Coupa. To view Disputed Invoices, you can select Disputed from the View (7) drop down. You should also see the Dispute Reason (8) for any invoice that has been disputed. Click the Invoice Number (9) to correct and resubmit it.
When a resolution has been identified, click the Correct Invoice (13) button. You can make any required edits just as you did when the invoice was originally submitted.
When everything is ready, click the Calculate (14) button and verify that all of the numbers are accurate. When ready, click the Submit (15) button to resubmit the invoice.
When the corrected invoice is submitted, the original invoice will be voided (16), and a new one, with the status Pending Approval (17) will replace it. Note that you may have to change the View (18) to All.
Voiding an Invoice
Sometimes, the resolution means creating a new PO and a new invoice with it. When this happens, you will need to void the invoice. To learn how to do this, see Voiding an Invoice.