Revise and resend a disputed proforma invoice

How-to guide Who can do this: Merchant Owner, Merchant Admin, Merchant Accountant, Platform Operator

When the tenant disputes your proforma invoice, they tell you why. You reopen it as a draft, correct it, and send it again for the tenant to accept.

Before you start#

You need the Merchant Owner, Merchant Admin or Merchant Accountant role in the issuing merchant, or a platform operator account for a proforma the platform issued.
The proforma must be Disputed. When the tenant disputes it, everyone at the issuer who can send proformas (the platform operators, for a platform-issued one) gets a notification, "Proforma invoice … disputed", naming the tenant and the reason.

Open Finance > Proforma Invoices and open the disputed proforma.
Read the Dispute reason, and note it before you reopen the proforma.
Select Reopen. The page shows "Proforma invoice reopened for editing."
Select Edit and correct the fields the tenant disputed. The fields are the same as when you created it; see Create and send a proforma invoice.
Select Save and send to save and send it again at once, or Save as draft and then Send to tenant on the proforma.

Reopen returns the proforma to Draft. While it is a draft it disappears from the tenant's list, and any link they had to it stops working until you send it again.
When you send it again, it becomes Sent, the tenant's users who can answer proformas are notified again, and they accept or dispute it as before. See Accept or dispute a proforma invoice.
If the tenant disputes it again, the new reason replaces the old one.

Only a Disputed proforma can be reopened, and only by its issuer; the tenant cannot reopen it.
A disputed proforma cannot be finalized; it must be reopened, sent again and accepted first.
The proforma keeps its invoice number when it is reopened and edited.
How the statuses follow one another is on Proforma invoice statuses.

Message	Cause	Fix
"Only a disputed proforma invoice can be reopened."	The proforma was reopened or changed after you opened the page, for example by a colleague or a double click	Reload it and check its status; a draft can be edited directly
"Only a draft proforma invoice can be sent to the tenant."	The proforma was already sent again, for example from another tab or by a colleague	Reload it and check its status
No Reopen button	The proforma is not Disputed, your organisation did not issue it, or your role cannot send proformas	Check its status and issuer; see Before you start for the roles