When to reject vs. write a note

Rejection is a strong action: it removes the document from everyone’s flow and requires the shared service center to correct and re-submit it. Every approver who already acted on the document must act again from scratch.

Use rejection only when the document itself is materially wrong.

Reject when

The cost center is entirely wrong — the document is going to the wrong people.
The amount in the structured data does not match the PDF.
The supplier was matched incorrectly by the system.
The document type is wrong (for example, a credit note coded as an invoice).
The invoice should not be paid at all — it is a duplicate, disputed, or fraudulent.

Write a note instead when

You have a question about a line item.
You want a small change — a different debit account, an adjusted project code.
You are unsure and want a colleague’s input before acting.

Open the notes panel using the chat-bubble icon at the top of document details, type your message, and tag the relevant person with @. The tagged person receives a notification and can update the document in place without restarting the flow.