Creating and Maintaining Invoice Reason Codes and Categories

Objective

After completing this lesson, you will be able to configure invoice processor reason codes and categories

Invoice Reason Codes and Categories Overview

You can use the Reason Category and Codes tab on the Workflows page to define standardized reasons for returning part or all an invoice to an employee. When a processor returns an invoice, they must select a reason code. This mandatory step allows the company to track and analyse return reasons, supporting targeted employee training and policy review.

When the processor selects Send Back to Employee, the Send Back Invoice dialog box displays all available reason codes set by the administrator. The processor selects the appropriate code(s) and selects OK to return the invoice to the employee.

Note

The Reason Code Categories cannot be customized because they’re tied directly to a Cognos report.
Workflows screen showing the Reason Category and Codes tab, Invoice and Purchase Request subtabs, action buttons, and a list displaying one reason category entry labeled Incorrect Amounts.

Configure Invoice Reason Codes and Categories

Review the following steps to learn how to create reason codes.

Steps

  1. On the Workflows page in Invoice Processing Admin, select the Reason Category and Codes tab, and then select the Invoice subtab. Select New.

    Reason Category and Codes screen showing the Invoice subtab selected, the New button highlighted, and an empty list for reason codes and categories.

  2. Enter the Reason Code which is generic text of the most popular reasons a processor may reject an invoice.

    Reason Category and Codes screen showing the Invoice subtab, a reason code text field filled with “It should be capital expense,” and the Reason Category column showing “Incorrect Amounts.”

  3. Select the Reason Category that matches the reason code created.

    Reason Category and Codes screen showing the Invoice subtab, a reason code entered, and the Reason Category dropdown expanded with multiple options.

  4. Select Save.

    Save button highlighted on the Reason Category and Codes screen, showing an entered reason code and the selected category Incorrect Line Items.

Result

The new Reason Code is saved and appears on the Reason Codes and Categories tab.

Summary

  • Create standard reason codes to explain why processors return invoices to employees.
  • Require processors to select a reason code when they send back an invoice.
  • Configure reason codes from Reason Category and Codes > Invoice sub-tab.
  • Select a matching reason category and save the new code.

Reference

TopicLink
Creating a Reason CodeSAP Help Portal
Modifying a Reason CodeSAP Help Portal
Deleting a Reason CodeSAP Help Portal

Learning

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