Disputed Invoices

Created by Krzysztof Szymanski, Modified on Mon, 11 Sep, 2023 at 11:56 AM by Krzysztof Szymanski


If an invoice gets disputed by Tes, you will receive an email and in-app notification of this. A disputed invoice is one that has been rejected by the Accounts Payable team. You can review disputed invoices from your Invoices list or by following the notification.

When you open up a disputed invoice you will see the resolution options information panel at the top as well as the dispute reason in the General Info section. The dispute reason will determine how the issue is resolved.

Please note: You cannot change an Invoice after it has been submitted, you can only raise a credit note to cancel the invoice completely or to credit specific lines.



Cancelling an Invoice


Please note: After you have cancelled an invoice you will have to create and submit another one with the correct information.


To completely cancel an Invoice, open up the disputed Invoice and click the “Cancel” button at the bottom. This will take you to a credit note that will cancel the Invoice once submitted. You will need to populate the following fields on the credit note before you can submit:

  1. Credit Note Number

  2.  Credit Note Date - This will default to today’s date but should be changed to the date of the invoice you are crediting against.

  3. Credit Reason - the reason you are cancelling the Invoice


You cannot edit any line level information on a cancellation credit note. 



Adjusting an Invoice


To adjust a disputed Invoice, open it up and click the “Adjust” button at the bottom. This will take you to a credit note that will adjust the Invoice once submitted. As with the cancellation credit note, you will need to add a Credit Note Number and Credit Reason.

Because this is an adjustment invoice, you can change or delete the line items to partially credit the original invoice. For example, if you had invoiced for an extra line by mistake, you would remove every line EXCEPT for the incorrect line from the credit note before submitting. You can remove lines the same way as on an invoice - by clicking red delete button next to the line you want to remove.


 


Tips to avoid disputed invoices


  • Invoice numbers must be unique, sequential and not repeated. Duplicated Invoice numbers will be disputed.

  • Do not back date your invoice to before the submission date.

  • Invoices/lines on Invoice should not be submitted in advance of the milestone date unless pre-approved by the Programme Director.

  • Be careful that you are only Invoicing for the specific line/s you have worked against, you need to remove all other lines from the Invoice before submitting.

  • Do not part-invoice a line by changing the amount, invoices should be for the full amount on the line.

  • Do not add VAT to your invoice unless you are VAT registered.



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