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Rejected Invoices

Overview

Once an invoice is submitted to UCLA, it is scanned by Digital Capture, an optical character recognition (OCR) tool that: 

  1. Ensures the invoice meets all submission requirements AND
  2. Maps invoice information (e.g., invoice number) to the associated purchase order (PO) 

An invoice can be rejected during the Digitial Capture review (initial submission rejection) or after it has entered BruinBuy Plus approval workflow (BruinBuy Plus rejection). 

Invoice submission lifecycle

Initial Submission Rejection

Initial submission rejections occur during the Digitial Capture review and are caused by an invoice not meeting submission requirements, including: 

  • Missing PO number 
  • Invalid PO number (closed or not in system)
  • Multiple invoices in a single file attachment
  • Incomplete vendor registration 

The vendor email that submitted the invoice is sent a rejection message from noreply-rejected@invoices.ucla.edu with resolution instructions. The invoice submission is then deleted from the system. At this time, initial submission rejections are not visible in BruinBuy Plus.

REMINDER: If a PO number is only listed in the subject line of a submission, the invoice file will be rejected. 
  1. The invoice is submitted.
  2. The invoice does not meet submission requirements. 
  3. The invoice is rejected.
  4. The submitter is notified of the rejection and provided resolution steps.
  5. The invoice submission is deleted from the system.

From: noreply-rejected@invoices.ucla.edu
To: [email address associated with initial invoice submission]

Hello, 

UCLA Accounts Payable has rejected invoice XXXXX due to an invalid or missing purchase order (PO) number. Please add a valid PO number to the invoice file and resubmit to noreply@invoices.ucla.edu. 

To learn more about invoice submission requirements and rejections, access our Electronic Invoicing and Rejected Invoices FAQs web pages. For support, contact ap@finance.ucla.edu.  

REMINDER: If a PO number is only listed in the subject line of the submission, it will be rejected. 

This message was sent from an unmonitored inbox—DO NOT REPLY. 

Sincerely, 

UCLA Accounts Payable

email template last updated June 25, 2024

From: noreply-rejected@invoices.ucla.edu
To: [email address associated with initial invoice submission]

Hello, 

UCLA Accounts Payable has rejected invoice XXXXX submitted on MM/DD/YY due to there being multiple invoices in a single file. 

Please separate the invoices into their own electronic image files (PDF preferred) and resubmit to noreply@invoices.ucla.edu. All submissions must list a valid PO number. 

To learn more about invoice submission requirements and rejections, access our Electronic Invoicing and Rejected Invoices FAQs web pages. For support, contact ap@finance.ucla.edu.  

REMINDER: If a PO number is only listed in the subject line of the submission, it will be rejected. 

This message was sent from an unmonitored inbox—DO NOT REPLY. 

Sincerely, 

UCLA Accounts Payable

email template last updated June 25, 2024

From: noreply-rejected@invoices.ucla.edu
To: [email address associated with initial invoice submission]

Hello,

UCLA Accounts Payable has rejected invoice XXXXX because your vendor registration is incomplete.

Please coordinate with your UCLA customer to 1) finish your onboarding and 2) obtain a valid PO number. Once these steps have been completed, add the new PO number to your invoice and resubmit the updated file to noreply@invoices.ucla.edu.

To learn more about invoice submission requirements and rejections, access our Electronic Invoicing and Rejected Invoices FAQs web pages.

REMINDER: If a PO number is only listed in the subject line of the submission, it will be rejected.

For onboarding support, contact vendmgmt@finance.ucla.edu. For invoice support, contact ap@finance.ucla.edu.

This message was sent from an unmonitored inbox—DO NOT REPLY.

Sincerely,

UCLA Accounts Payable

email template last updated June 25, 2024

BruinBuy Plus Rejection

BruinBuy Plus rejections occur once an invoice has populated in BruinBuy Plus and entered approval workflow. Causes for rejection may include: 

  • The associated PO is now closed
  • The invoice was paid under a different submission (i.e., voucher number) 
  • The invoice is incorrect 

All BruinBuy Plus rejections will include an invoice comment explaining the reason for rejection.

NOTE: Invoice statuses are only visible to BruinBuy Plus users – most vendors do not have access to this information. If vendor action is required, it is the responsibility of the department to notify the vendor of the rejection. If the invoice was rejected due to a closed PO, AP will also send a rejection email to the vendor. Review the Invoice & Pay Statuses web page for additional details.  
  1. The invoice is submitted.
  2. The invoice does meet submission requirements. 
  3. The invoice is populated in BruinBuy Plus.
  4. The invoice goes through the approval workflow.
  5. The invoice is rejected.
  6. The rejection reason is added as a BruinBuy Plus invoice comment.
  7. The invoice remains in BruinBuy Plus with a "Rejected" invoice status.

From: noreply-rejected@invoices.ucla.edu
To: [email address associated with initial invoice submission]

Hello, 

UCLA Accounts Payable has rejected invoice XXXXX due to an invalid or missing purchase order (PO) number. Please add a valid PO number to the invoice file and resubmit to noreply@invoices.ucla.edu. 

To learn more about invoice submission requirements and rejections, access our Electronic Invoicing and Rejected Invoices FAQs web pages. For support, contact ap@finance.ucla.edu.  

REMINDER: If a PO number is only listed in the subject line of the submission, it will be rejected. 

This message was sent from an unmonitored inbox—DO NOT REPLY. 

Sincerely, 

UCLA Accounts Payable

email template last updated June 25, 2024

FAQs

Vendor

Please coordinate with your UCLA customer to obtain a valid or new PO. 

To identify the individual who placed the order, work with your internal team(s). For customer contact details, access the UCLA directory.  

Please work with your internal team(s) to identify who placed the original order. For customer contact details, access the UCLA directory.  

If the listed invoice number is invalid, please disregard the rejection notice. We sincerely apologize for the inconvenience.  

The rejected invoice was likely a duplicate. No further action is needed. If you need assistance with the previous payment, please contact ap@finance.ucla.edu.

While the invoice may have listed a PO, the PO 1) may be closed or 2) not exist in our system. Please coordinate with your UCLA customer to obtain a valid PO.

To identify the individual who placed the order, work with your internal team(s). For contact details, access the UCLA directory.  

Campus Buyer / UCLA Department

Please work with your vendor to obtain a copy of the impacted invoice – they should have received a rejection notice with the invoice number.

While the invoice may have listed a purchase order (PO), the PO 1) may be closed or 2) not exist in BruinBuy Plus.  

If you have confirmed this PO is invalid (i.e., closed, not in BruinBuy Plus), follow the instructions on the Irregular Invoice Resolution: Invalid PO web page.

If you have confirmed this is an active PO, email ap@finance.ucla.edu.