Case 1: Invoice Not Yet Exported

  1. Unapprove the Voucher
    • Locate the AP Invoice in question, in the AP Invoice Enquiry screen
    • Click Unapprove to change its status back to "Enterered". Note: the user needs the Permission "Unapprove AP Invoice".
  2. Delete the Invoice
    • Once unapproved, click Delete the Invoice using the Delete button.
    • This action will cancel the AP voucher
  3. Uncancel the Voucher (if needed)
    • Open the cancelled voucher.
    • Click the Uncancel button to reactivate it if you need to make corrections and reprocess the same voucher.
    • Alternatively, you can leave the voucher cancelled and create a new one with the correct details.

Case 2: Invoice Already Exported

  1. Use a Credit Note
    • For transactions that have already been exported to your financial system, the best practice is to create a credit note.
    • This will reverse the incorrect entry while maintaining proper financial records in both Workbench and the financial system.
  2. Alternative solution: Amend the original Invoice in Workbench. 
    • Open the utility named "wbUnexportAPARInvoice" which "resets the status of an exported AP or AR Invoice from Updated back to Entered". 
    • Amended in the invoice.
    • Re-approve
    • Re-export 
    • Note: the accounting system could reject it unless the invoice number is amended.
      This can be overcome by adding a suffix e.g. original invoice number 1234, new invoice number 1234A.
      Note: some accounting systems reject an unchanged invoice number without notice, so it's important to check manually after export.


Criteria that should be met in order to Unaprove an AP Invoice

  • The user should have a permission to Unapprove AP Invoices
  • The control Parameter AP Invoice Approval Process = Value Standard
  • The Invoice should be with status Approved, not Updated i.e. Exported
  • The Batch should be open
  • The Period of the batch should be open in Period End Maintenance