Correcting Rejected Invoices


Overview

This article provides instructions for correcting rejected invoices.

Essential Information

Next Steps

Correcting "Rejected" Invoices

1. From the Oracle home page, select Projects and Awards tab.

2. Select Contract Invoices module.

3. Expand the right-hand Task Pane, and under Review and Adjust, select Manage Invoices.

Screenshot of the Oracle Financials dashboard showing the Submitted Invoices tab with several invoices marked as Rejected. On the right side, the Review and Adjust menu is visible, and the “Manage Invoices” option is highlighted to indicate where users can go to review or correct invoice issues.

Oracle Financials dashboard displaying the “Submitted Invoices” section with several invoices marked as Rejected. On the right side, the “Review and Adjust” panel is highlighted, specifically the “Manage Invoices” link, which users select to review or correct invoice issues.

4. Enter "UCSD CAMPUS" in the Business Unit textbox.

5. Delete the automatically generated Date and continue the search via Contract Number.

Screenshot of the Oracle Financials Manage Invoices page. The Search section is displayed with required fields filled in, including Business Unit set to “UCSD CAMPUS” and Contract Number “190104‑00002.” The Date field is highlighted as required. On the right side, the Search button is emphasized. Below the search fields, the Search Results section lists several invoices associated with the selected contract.

Screenshot of the Oracle Financials Manage Invoices page. The Search section is displayed with required fields filled in, including Business Unit set to “UCSD CAMPUS” and Contract Number “190104‑00002.” The Date field is highlighted as required. On the right side, the Search button is emphasized. Below the search fields, the Search Results section lists several invoices associated with the selected contract.

6. Under Search Results, highlight the desired line, and open the Number hyperlink.

7. In the Actions dropdown menu, select Return to Draft Status.

Screenshot of the Oracle Financials invoice detail page for Invoice 23, which is marked as Rejected. In the upper‑right corner, the Actions menu is open and the “Return to Draft Status” option is highlighted. The Invoice Header displays the contract number, bill‑to customer, bill‑through date, and negative invoice amount. Further down, the Invoice Distributions section is shown with the Events tab active, highlighting blank fields for Project Name, Task Name, and Event Type.

Screenshot of the Oracle Financials invoice detail page for Invoice 23, which is marked as Rejected. In the upper‑right corner, the Actions menu is open and the “Return to Draft Status” option is highlighted. The Invoice Header displays the contract number, bill‑to customer, bill‑through date, and negative invoice amount. Further down, the Invoice Distributions section is shown with the Events tab active, highlighting blank fields for Project Name, Task Name, and Event Type.

8. Once in "Draft" status, open the Actions dropdown menu again, and select Delete.

Screenshot of the Oracle Financials Edit Invoice page for Invoice 2, which is in Draft status. The Invoice Header shows the bill‑to customer, contract number, date, and invoice amount. The Invoice Lines section lists one line with the full invoice amount. The Invoice Distributions section shows an event with its project name, task name, event type, description, and transaction date. On the right side of the page, the Actions menu is open and the “Delete” option is highlighted to indicate where users can remove the draft invoice.

Screenshot of the Oracle Financials Edit Invoice page for Invoice 2, which is in Draft status. The Invoice Header shows the bill‑to customer, contract number, date, and invoice amount. The Invoice Lines section lists one line with the full invoice amount. The Invoice Distributions section shows an event with its project name, task name, event type, description, and transaction date. On the right side of the page, the Actions menu is open and the “Delete” option is highlighted to indicate where users can remove the draft invoice.

9. A Warning window will open, select OK.

10. Open the right hand task panel, and select Manage Events; then enter the appropriate Business Unit, search the Contract Number, and select the desired Event Number hyperlink.

Screenshot of the Oracle Financials Manage Events page. The Search panel shows the Business Unit set to “UCSD CAMPUS” and the Contract Number field filled in with “360049.” Below the search fields, the Search Results section lists events associated with the contract. One of the event rows is highlighted, and the Event Number “2” is emphasized to indicate the specific event selected for review or editing.

Screenshot of the Oracle Financials Manage Events page. The Search panel shows the Business Unit set to “UCSD CAMPUS” and the Contract Number field filled in with “360049.” Below the search fields, the Search Results section lists events associated with the contract. One of the event rows is highlighted, and the Event Number “2” is emphasized to indicate the specific event selected for review or editing.

11. Review the required corrections:

    1. Event Type can only be "Milestone, Fee, or Other"
      1. correct Event Type as needed.
    2. missing Project Name:
      1. zero out invoice in Amount in Bill Transaction Currency.
      2. open Status dropdown and place Hold Invoice AND Hold Revenue on "Indefinitely"
      3. Save and Close (Event is now placed on Indefinite Hold - do not use again).
      4. Create a new Event containing the Project Name.
      5. Generate new invoice
    3. and/or missing Transaction Task Name:
      1. zero out invoice in Amount in Bill Transaction Currency.
      2. open Status dropdown and place Hold Invoice AND Hold Revenue on "Indefinitely."
      3. Save and Close (Event is now placed on Indefinite Hold - do not use again).
      4. Create a new Event containing the Transaction Task Name.
      5. Generate new invoice

Screenshot of the Oracle Financials Edit Event page for Event 2 under a specific contract. The form displays required fields such as Business Unit set to “UCSD CAMPUS,” Contract Number, Contract Line, and Event Type, which is highlighted as “Invoice Milestone.” Additional fields on the right show the Organization, Project Name, Project Number, and Transaction Task Name. The “Save and Close” button at the top right is highlighted, indicating where users complete updates to the event.

Screenshot of the Oracle Financials Edit Event page for Event 2 under a specific contract. The form displays required fields such as Business Unit set to “UCSD CAMPUS,” Contract Number, Contract Line, and Event Type, which is highlighted as “Invoice Milestone.” Additional fields on the right show the Organization, Project Name, Project Number, and Transaction Task Name. The “Save and Close” button at the top right is highlighted, indicating where users complete updates to the event.

12. Save and Close

13. The Generate Invoices job runs 3x a day to create the new "Draft" invoice with the Event corrections, or run the Generate Invoices Job. Please refer to KB0033947: How to Run the Generate Invoices Job.

Questions?

If you need any additional assistance, please submit a ticket here.