Fields
Description
Unlabeled area at the top of the screen.
Invoice Number
The invoice number specified by the vendor when creating the invoice.
Organization
The name or description of the organization associated with the invoice. See organization.
Merchandise
The current extended price of all invoice lines.
Currency
A currency of USD is displayed regardless of the currency on the purchase orders included on the invoice.
Possible statuses are:
• Approved = The invoice was approved, either automatically or by you, but has not yet posted to the originating system.
• Held = The vendor has submitted the invoice, and the invoice includes at least one line that is out-of-balance because the vendor changed the unit price by more than the Unit Cost Threshold: for example, you set a threshold of 10%, and the vendor changed the unit price by 15%. The invoice remains in Held status until the you either approve or reject it.
• New = The vendor selected the Update and Save for Changes option when creating the invoice, and has not yet submitted the invoice to you for posting.
• Posted = The invoice has been posted to the originating system for payment processing.
• Rejected = The vendor submitted an invoice that includes an out-of-balance line, and you rejected it. The vendor can change the invoice so that it no longer contains an out-of-balance line, or can delete the invoice.
Vendor
The name or description of the vendor assigned to fulfill the purchase order. Up to 40 positions. The vendor code follows in parentheses. Up to 10 positions. From the vendor_cd in the CreateDSOrder message.
Total
The total amount on the invoice, including:
• the current extended price on all invoice lines
• the freight, handling, and other charges at the invoice header level
• the freight, handling, and other charges for all invoice lines
The date the vendor specified for the invoice. Format is based on the settings at the User Profile Configuration screen.
The description the vendor entered for the invoice. Informational only.
A description of the additional charges on the invoice. Informational only.
The total freight amount at the header level of the invoice.
The total handling charge amount at the header level of the invoice.
The total “other” charge amount at the header level of the invoice.
The total freight charges on all invoice detail lines. You can review the freight charges for an invoice detail line at the Browse Invoice Detail window, available by clicking the Display icon (
) at the Detail tab.
The total handling charges on all invoice detail lines. You can review the handling charges for an invoice detail line at the Browse Invoice Detail window, available by clicking the Display icon () at the Detail tab.
The total “other” charges on all invoice detail lines. You can review the “other” charges for an invoice detail line at the Browse Invoice Detail window, available by clicking the Display icon () at the Detail tab.
Header tab: Payment Terms fields
Use these fields to review the payment terms, if any, the vendor has specified for the invoice.
Note: The Vendor Portal does not validate the payment terms fields. For example, it does not confirm that the vendor enters a Discount Percent if specifying a Discount Days Due.
The percentage discount to apply when paying the invoice within the Discount Days Due. Can include a 2-position decimal.
The maximum number of days in which to pay the invoice in order to qualify for the Discount Percent. Up to 3 positions.
The number of days in which payment is due for the invoice. Up to 3 positions.
This tab displays information about the line(s) the vendor is billing on the invoice, and includes options to display additional information about the line(s).
Separate shipments? Each shipment included in the invoice is listed separately, even if the shipments are for the same item on a purchase order. For example, if the vendor ships 3 units of item ABC123 separately for purchase order 456, all 3 shipments can be included on the invoice, and each unit is listed separately at the Detail tab, even if each of the fields described below (PO Number, PO Line #, Order Number, Item #, etc.) is the same.
PO Number
The number or code identifying the purchase order in the originating system.
Case: If the originating system includes any lowercase letters in the purchase order number, Order Broker converts them to uppercase when creating the purchase order.
PO Line #
The original purchase order line number for the shipment.
Order Number
The number or code identifying the sales order in the originating system.
Item #
Your item number or code. Hold the pointer over the Item # to display a description of the item.
Shipped Date
The date when the shipment occurred. Format is based on the settings at the User Profile Configuration screen.
Invoice Qty
The total quantity included in the shipment and being billed on this invoice. Each shipment creates a separate invoice detail line, even if it is for the same purchase order detail line.
PO Unit Cost
The original unit cost from the purchase order.
The unit cost the vendor is billing for the shipment. Multiplied by the Invoice Qty.
If the cost entered by the vendor exceeds or falls short of the original PO Unit Cost by more than the Unit Cost Threshold, the invoice detail line is out-of-balance: for example, you set a threshold of 10%, and the vendor changed the unit price by 15%. The invoice remains in Held status until you either approve or reject it.
Balanced
The out-of-balance icon (
) indicates if the invoice detail line is currently out-of-balance because the current Invoice Unit Cost differs from the original PO Unit Cost by the Unit Cost Threshold.
Display
Click the Display icon () to advance to the Browse Invoice Detail window to review additional information about the invoice line.
PO Inquiry
Click the PO Inquiry icon () to advance to the Purchase Order Inquiry screen, where you can review the details of the purchase order, such as the sold-to and ship-to address, items, history, and messages.
This tab displays an entry for each activity that occurs related to the invoice.
Action Type
Possible action types:
• Created = The vendor created the invoice.
• Maintained = The vendor maintained the invoice.
• Submitted = The vendor submitted the invoice.
• Approved = You approved an out-of-balance invoice, or it was approved automatically because it was not out-of-balance.
• Rejected = You rejected an out-of-balance invoice.
• Posted = The invoice posted to the originating system through the getDSInvoices messages. In this case, the User is Admin and the Source is WS.
Status
The status of the invoice as a result of the action. See the Invoice Status for a listing of possible statuses.
Date / Time
The date and time when the action occurred. Format is based on the settings at the User Profile Configuration screen.
The date and time can be the same for a series of actions when some of the actions take place automatically. For example, if you create an invoice that is not out-of-balance and it is submitted immediately, the Created, Submitted, and Posted actions can all have the same date and time.
User
The user ID of the person who performed the action. A user of Admin indicates that the action takes place automatically without user intervention.
Source
Possible sources are:
• UI = The action took place at a screen.
• WS = The action took place through a message sent automatically between two systems (the vendor posting the invoice to the retailer’s system).
Transaction Notes
Possible notes include:
• Invoice created (Action Type = Created)
• Ready to Post (Action Type = Submitted)
• Invoice Posted (Action Type = Posted)
• Updated by Vendor (Action Type= Maintained)
• Out of Balance. Submitted to Retailer for Approval (Action Type = Submitted)
• Retailer Rejected - explanation, where explanation is your note when rejecting the invoice (Action Type = Rejected)
• Retailer Approved - explanation, where explanation is your note when approving the invoice at the Approve Invoice window (Action Type = Approved)