# Invoice rejection repair checklist and change log

Keep the original invoice intact. This tool contains a blank checklist and a filled fictional example, with no customer data. It organizes proposed corrections; it does not submit or authorize an invoice.

## Instructions

1. Save the exact status, rejection message, timestamp and buyer reference. A transmission failure, business rejection and unpaid accepted invoice are different states.
2. Assemble the original invoice, rejection, purchase order, order changes and any receipt or attachment needed for the stated issue. Check quantity, units, price, tax and currency without inventing changes.
3. Confirm the buyer's current permitted process: edit, cancellation, credit and replacement, or another route. Check invoice-number reuse and duplicate controls. SAP Edit & Resubmit is specific to its documented workflow and Failed/Rejected status; it is not a universal portal rule. Referenced orders/documents must be active.
4. Enter each proposed correction in the change log with its supporting file and page. Keep unresolved fields unchanged. Do not backdate, invent a number, manufacture receipt evidence or alter tax/legal-entity information without the responsible customer's review.
5. Ask the customer to approve the proposed changes. Stop and request clarification if the source records conflict or do not establish the repair.
6. After any customer-controlled submission, record actual acceptance evidence separately. Successful upload does not prove acceptance or payment.

Keep this file in your approved private location. Use internal document pointers without credentials, access tokens, tax identifiers or bank details. Agree minimum records and a secure transfer route before sharing. A supported customer-specific assessment and estimate, including zero where supported, precede any scoped proposal. If the evidence is incomplete, request records before a proposal.

## Blank checklist

| Check | Evidence / file / page | Status: supported, missing or conflicting | Customer owner / next action |
|---|---|---|---|
| Exact invoice status, message and timestamp preserved | | | |
| Original invoice and version preserved | | | |
| Correct PO/reference and active version established | | | |
| Quantity, units, price, currency and amount checked | | | |
| Required attachment matched to this invoice/shipment | | | |
| Earlier submissions, cancellations and credits checked | | | |
| Buyer correction route and number-reuse rule confirmed | | | |
| Tax/legal/entity questions assigned to responsible reviewer | | | |
| Actual deadline and source, or unknown, recorded | | | |
| Customer approval recorded before customer submission | | | |

## Blank field-level change log

| Draft version | Field | Original value | Proposed value | Supporting file / page | Reason | Amount effect / currency | Customer approval / date |
|---|---|---|---|---|---|---|---|
| | | | | | | | |

## Filled fictional example

All references, messages and dates are invented. Invoice SYN-INV-301-v1 and PO SYN-PO-301 both show **24 units at USD 35.00 = USD 840.00**. The invoice instead cites SYN-PO-310. A fictional rejection dated 2026-09-05 says the purchase-order reference does not match. Both source documents are dated 2026-09-01. The correction draft is labelled SYN-INV-301-review-v2, prepared 2026-09-07; this review label is not a proposed new legal invoice number.

| Draft version | Field | Original value | Proposed value | Supporting file / page | Reason | Amount effect / currency | Customer approval / date |
|---|---|---|---|---|---|---|---|
| review-v2 | PO reference | SYN-PO-310 | SYN-PO-301 | SYN-PO-301 p1; SYN-rejection p1 | Supported reference mismatch | 0.00 USD; amount stays 840.00 | Pending |

| Check | Example result |
|---|---|
| Original preserved | SYN-INV-301-v1, unchanged |
| Review packet | Original invoice, rejection, PO and marked draft |
| Quantity / price | 24 units / USD 35.00, unchanged |
| Buyer route / invoice-number reuse | Not supplied; customer must confirm before action |
| Earlier submissions / credits | Not supplied; customer must check duplicates |
| Deadline | Unknown; no applicable notice supplied |
| Customer approval / submission | Pending / not performed |
| Buyer acceptance / payment | Unknown / unknown |

**Stop condition:** the reference correction is supported, but the packet is not ready for submission until buyer rules, duplicate checks and customer approval are established. No actual invoice was submitted, accepted or paid.

See [Rejected invoice repair](https://loglyn.com/resources/rejected-invoice-repair). To discuss a blocker, [request an assessment](https://loglyn.com/contact) without pasting invoice or rejection contents into the inquiry form.