Accepting an incoming invoice

Acceptance records that an incoming invoice is genuinely yours. Arriving (from NAV or by e-mail) is not acceptance: anyone can issue an invoice to anyone. You decide on the invoice page in the Acceptance panel, or in bulk from the invoice list. A rejected invoice cannot be approved or paid until the rejection is taken back.

On the invoice: in the Acceptance panel on the invoice page, decide with Accept or Reject. A rejection needs a reason. Take back the decision undoes it; taking back a rejection needs a reason too.

In bulk: select invoices on the invoice list and choose Acceptance… (up to 100 invoices at once). Outgoing invoices and those already decided are left out – a bulk pass never overwrites an earlier decision.

Together with approval: an approval policy can accept the invoice when it is submitted for approval or when it is finally approved. This does not overwrite an existing decision either.

A rejected approval does not by itself mean the invoice is rejected as not yours. The policy's Acceptance on rejection setting changes that: it either revokes an acceptance the approval flow made (a manual decision stays), or rejects the acceptance as the approver, with the rejection's reason. If the request only reached the wrong person, the approver should send it back rather than reject it.

The AI assistant can propose an acceptance or a rejection too, but it runs only after someone approves it in Demona.

What a rejection means: a rejected invoice cannot be submitted for approval, cannot be approved and cannot get a transfer approval. When posting to the bank, it is flagged and can be left out of the batch. If it has to be paid after all, take back the rejection first.

Filtering: the invoice list filters on the acceptance status (not decided / accepted / rejected), the decision date, who decided and how (on the invoice, bulk action, on approval, AI assistant).

Correcting an accepted invoice: on the invoice page, in the More actions menu, Take back the decision undoes the acceptance and Reject acceptance rejects it in one step (with a reason) – for example when an approval policy accepted it by mistake.

The acceptance buttons can be switched off in the Approval Policies settings; existing decisions stay visible, a rejection can still be taken back, and an accepted invoice can still be taken back or rejected from the More actions menu. Deciding requires the manage right of the Billing module.

More: mandatory invoice elements and an invoice acceptance policy (Hungarian).