Clear supplier invoice exceptions without losing financial control

Who acts: InvoiceDX matching

Supplier invoice SYN-INV-1042 bills 120 units against purchase order SYN-PO-7731. Goods receipt SYN-GRN-5520 records 100 units. Posting is held and the exception gets an owner.

Who acts: AI (recommendation)

Likely cause — medium confidence: a partial delivery, with the remaining 20 units possibly on a later receipt. A pricing or unit-of-measure error is not ruled out. Suggested next step: hold the invoice at the received quantity and ask the supplier to confirm.

Who acts: Configured rules

Quantity tolerance is 0%, so the 20-unit difference fails the match. Holding at the received quantity is an allowed action for this entity and amount band. The case routes to delegation-of-authority level 2.

Who acts: Authorised reviewer (plant buyer)

Routed by entity, amount band and category; self-approval is blocked. The reviewer reads the cited inputs, approves the hold at 100 units and records a reason.

Who acts: Supported connector or ERP owner

Where the connector supports write-back, the approved hold is sent to the ERP. Where it does not, a hand-off task goes to the ERP owner with the approval attached.

Who acts: ERP (system of record)

The ERP returns its own document reference, SYN-ERP-5100, for the held invoice. InvoiceDX reads the status back and matches it to the approved action.

Who acts: InvoiceDX audit trail

Invoice, cited inputs, rule result, approver, reason, timestamps and ERP reference are linked in one record for AP and GST/VAT review.

Who acts: Authorised e-invoicing provider

Your authorised provider rejects sales invoice SYN-SI-2208 with a validation response: the buyer's tax registration number does not match. The receivable follow-through is paused and the case gets an owner.

Who acts: AI (recommendation)

Likely cause — medium confidence: the buyer's registration number changed in the customer master after the invoice was raised. A new buyer branch is another possible cause. Suggested next step: correct the customer master, then issue a corrected invoice referencing the original.

Who acts: Configured rules

Customer-master changes need a second approver. A corrected invoice must reference the original and may not change amounts. The proposed correction passes these checks.

Who acts: AR lead and a second approver

The AR lead approves the master-data correction; a second approver confirms it (segregation of duties). Reasons are recorded.

Who acts: Your ERP and authorised provider

The corrected invoice is issued from the ERP and handed to your authorised provider for submission. InvoiceDX does not submit to a tax authority.

Who acts: Authorised provider and ERP

The provider returns an accepted status for SYN-SI-2208-C. InvoiceDX reads the receivable status back from the ERP and matches both to the approved action.

Who acts: InvoiceDX audit trail

Rejection response, cited inputs, approvals, the corrected invoice linked to the original, the provider acknowledgement and the ERP reference are kept in one record.