Users with access to the Blanket Order (BO)—including the BO creator and those listed in the Available To field—have the authority to view, accept, or reject invoices submitted against it.

When an invoice is Accepted, its value is subtracted from the Blanket Order's total amount, and the corresponding funds are drawn down.

Accept Functionality

• If the user is listed in the Available To field of the Blanket order. Their name will appear as the buyer on the release order, once the invoice is accepted. 

• Split Account Funds: Upon accepting the invoice, the user can allocate desired funds amongst multiple account codes on the blanket. 

  • IF the Enable Release Order Coding setting is enabled, Release Order Coding Controls setting is designated to ALL (within the community) and Allow Release Order Coding box is checked, upon creation of the blanket order.

Reject Functionality

• When you click Reject on an invoice, the system stops the document from bridging to your ERP and moves it back to the Creator of the Invoice, for revision.

• Audit Trail: The rejection reason is permanently logged in the History tab of the invoice, providing a record of why payment was delayed.

• Rejection Notifications:

  • The Creator: The notification is sent to the Creator of the invoice.
    • If the supplier submitted the invoice via the portal, the Supplier receives the email.
  • The Buyer: The original Buyer (Requisitioner) typically does not receive an email notification for a rejected invoice, even though their name may be listed on the screen.

From the Task Menu (Task-Based Approval)

1. Navigate to Tasks: Go to the Tasks menu > select the Tasks tab > click Invoices.

2. Locate Invoice: The Accept/Reject Invoices screen will populate. Enter the invoice number in the Invoice Number field or the Blanket Order number in the Blanket Order Number field > select Search.

   • Note: On the Accept / Reject Invoices screen, the Buyer name populates only when the invoice is linked to a Purchase Order. For retrofit release orders, this field remains blank.

3. Open Invoice: Click Accept/Reject.

4. Review and Action: The Invoice for the Blanket Order screen will populate.

   • Show Lines With Errors Only: This box must be unchecked to accept the invoice.

   • Account Code: The invoice defaults to the BO's account code. You can change this only if the BO creator checked the Allow Release Order Coding box during Blanket creation.

   • Split Account Code Funds: Click the split icon.

   • Work Order: Select a work order, if applicable.

   • Reason: Insert an optional message in the text box.

5. Final Action: Select Accept, Reject, or Cancel (no action will occur).

From the Invoice Screen (Transaction Lookup)

1. Navigate to Transactions: Go to the Marketplace module > select Transactions > click View Invoices.

2. Locate Invoice: In the Search Invoices/Orders field, insert the invoice number. Alternatively, customize the search using Filters.

3. Open Invoice: Once the invoice is located, select the invoice number > select Accept/Reject.

3. Review and Action: The Invoice for the Blanket Order screen will populate, showing the same fields as the Task Menu process:

   • Show Lines With Errors Only: This box must be unchecked to accept the invoice.

   • Account Code: Editable only if "Allow Release Order Coding" was enabled.

   • Split Account Code Funds: Click the split icon.

   • Work Order

   • Reason

4. Final Action: Select Accept, Reject, or Cancel.

What's Next/Related

• Blanket Order Overview
• Release Order Coding/Release Coding Controls Settings