Identify the status first
A transmission failure, business rejection and unpaid accepted invoice can need different actions. Save the exact status, message, invoice ID, timestamp and buyer reference.
SAP's failed-invoice conversion guidance includes buyer-side exception handling. Its supplier Edit & Resubmit guidance concerns a different documented workflow. Follow your buyer, invoice type, role and system; do not treat all failed invoices alike.
Gather the minimum records
Keep the original invoice, rejection, purchase order, relevant order changes and any receipt/acceptance record needed for the stated issue.
- Reference: compare PO and supplier identifiers with the actual order.
- Quantity/price: check line, unit, agreed price and change record; preserve disagreement.
- Attachment: identify the requested document and match it to the invoice or shipment.
- Tax/entity: leave decisions to the responsible customer reviewer; do not invent treatment.
- Duplicate: check earlier submissions, cancellations and credits before another version.
Check the SAP workflow and buyer rules
For the documented SAP Business Network supplier workflow, Edit & Resubmit applies to Failed or Rejected invoices. The support article directs users through Workbench, Rejected invoices and the invoice details. Referenced orders and documents must be active.
Contact the customer if the PO is wrong. Invoice-number reuse depends on customer rules. Confirm whether the buyer requires an edit, cancellation, credit/replacement or another process. An upload alone proves neither acceptance nor payment.
Worked example: a reference-only repair
Fictional records only. SYN-PO-301 specifies 24 units at USD 35, totaling USD 840. SYN-INV-301-v1 has the same quantity and amount but cites SYN-PO-310. The invented rejection asks for the matching PO.
The marked review draft points to SYN-PO-301. Its change log records the field, original/proposed references, supporting PO/page, reason and reviewer. 24 × USD 35 remains USD 840; the amount change is USD 0. Keep the original invoice, rejection, PO and draft together. No submission or acceptance occurred.
Stop before an unsupported correction
Use the downloadable checklist and change log below. If the records do not establish the repair, request clarification. Do not backdate, invent an invoice number or manufacture receipt evidence. Keep unresolved commercial, tax and legal questions with the responsible reviewer.
The customer approves changes and controls submission. Describe the rejection type and known deadline in a nonsensitive inquiry, then arrange the minimum files securely for assessment.