Voiding an Invoice
Getting Started
In some cases, resolving a disputed invoice requires the creation of a new invoice. When this situation arises, it is essential to void the original invoice. Please note that you can only void invoices that have a Disputed status.
You can check the status of your invoice in two ways:
- An Invoice Notification Email (Also called a Supplier Actionable Notification “SAN”)
- Using the Coupa Supplier Portal (CSP)
Accessing the invoice via the Supplier Actionable Notification
To access the invoice using the 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).
Checking your Invoice’s status vis the CSP
To locate your invoices in the CSP, click Invoices (5) from the main navigation. Ensure that Invoices (6) is selected. Click Select Customer (7) and set it to BlackLine Systems is selected from the drop down. You should now see a list of invoices you’ve submitted to BlackLine via Coupa. To view Disputed Invoices, you can click the View (7) drop down and select Disputed (8). To issue a credit note, click the Invoice Number (9).
Voiding the Invoice
When the invoice loads, scroll to the bottom of the screen and click the Void (10) button.
You will see a dialog appear asking you to confirm. To void the invoice, click Yes (11).
You will be taken to the invoice list, where you will see the invoice has been Voided.
Resubmitting an Invoice
If you voided the invoice because of an error, you can now resubmit that invoice. See Create a PO-Backed Invoice for information on to do that. Note that PO numbers must be unique so be sure to increment the invoice number, add a suffix (for example Invoice #1001 becomes #1001-02), or otherwise make it unique.