The Document Maintenance window offers a single screen view of the selected Document for different Document types including Merchandise and Non Merchandise Invoices, Credit Notes, Debit Notes, Credit Memos, and Credit Note Requests. This window can be accessed using any of the following options:
By clicking Save and Continue on the Create Document dialog during a document creation.
By selecting an existing document in the Search Results pane and selecting Edit/View from the Action menu.
By clicking the Doc ID hyperlink.
Note:
Though the document is hyperlinked using the Doc ID field, the Doc ID field value by itself may not be unique and it is the data combination on the row that defines the document being opened.Note:
Only documents manually created in ReIM or entered via invoice induction in ReIM are editable through the user interface with the exception of the Add Comments.Navigate: From the Tasks menu, select Document Maintenance > Document Search. The Document Search window opens.
Enter criteria as desired to make the search more restrictive. You must enter at least one search criterion.
Click Search. The search results pane displays the documents that match the search criteria.
The Document Maintenance Header pane contains the header level details of the selected document.
The following display-only fields appear in the Header pane:
Document – This field displays the Document ID which is an identifier of the Document in ReIM. This is unique by vendor, document type, and document date.
Document Date – This field displays the Document Date which corresponds to the date on the document.
Order No. – This field displays the order number associated with the document
Location – This field displays the billing location on the document.
Supplier – This field displays the ID of the supplier or vendor on the document. This field is labeled Vendor if the Vendor Type is not Supplier.
Supplier Site – This field displays the ID of the supplier site on the document.
Total Amount – This field displays the total amount or value of the document.
Supplier Name – This field displays the name or description of the supplier on the document. This field is labeled Vendor Description if the Vendor Type is not Supplier.
Supplier Site Name – This field displays name or description of the Supplier Site on the document.
The Header Tab shows general information about the document and in allows some data to be edited. Some key editable fields on the Header Tab include:
Invoice Terms
Currency
Freight Payment Types
User Reference Fields 1 through 4
Total Amount
Total Quantity
Credit Note Request and Credit Note documents include a section for Credit Note Match Keys which are fields used in the Credit Note Automatch batch program.
The Items tab allows for the capture of invoice detail information including Items, Quantities, Cost, and Tax information.
This tab is disabled for non-merchandise invoices and for non-merchandise fixed deal documents. For non-merchandise fixed deal documents, relevant details are entered on the Deal Billing details tabs. All the fields available in Create mode on this tab are also enabled when the document is accessed in Edit mode in any of the following document-status combinations:
Merchandise Invoice – Worksheet/ Ready for Match/ Unresolved Match*/ Multi-Unresolved Match
*Edit allowed if no action has been taken and discrepancies have not been resolved
Credit Note – Worksheet/ Approved
Credit Note Request – Worksheet/Approved
Credit Memo – Worksheet/ Approved
Debit Memo – Worksheet/Approved
Note:
Only documents manually created in ReIM are editable via the user interface with the exception of adding comments on the Comments tab.When documents are manually created or uploaded into ReIM using EDI or induction, when detail lines are added to the document, the system checks in RMS to see whether the item is eligible for Reverse Charge VAT. If the item is eligible, the information is saved against the detail line. Overall applicability of Reverse Charge VAT is determined at a document level.
The tax fields in the tab are available only if tax validation is enabled in ReIM. If the tax validation is set to retailer, then the tax fields are defaulted based on the values defined in RMS and are not editable via this screen. For tax validation type of vendor or reconcile, entry/edit of values is permitted via the UI.
When invoice details are built using either Default from PO or Default from Receipt, quite often several records on the same invoice can have incorrect information in one of the fields. In this situation, the default from receipt (or PO) would contain several rows in the item table on the invoice that all need the same correction. In this situation, you can use Mass Update to correct multiple items at one time.
Perform a search for the invoice you want to update. See Search for a Document.
From the Search Results pane, click the invoice you want to update. The Document Maintenance screen opens.
From the Items tab of the Document Maintenance screen, highlight the items you want to update and select Edit from the Actions menu. The Mass Update Item Details dialog opens.
Enter data for the field(s) you want to update. The following fields are available to update:
Table 2-1 Mass Update Item Details Dialog Fields
Field | Description |
---|---|
Quantity |
The quantity to be used to update the selected items. |
Unit Cost |
The unit cost to be used to update the selected items. |
Tax Code |
The tax code to be used to update the selected items. This field is disabled if the Tax Validation Type is set to System, if any one of the selected items has the Reverse VAT indicator set, or if the VAT region of the supplier site does not match the VAT region of the location on the invoice. |
Tax Rate |
This field defaults to the tax rate of the tax code if it is entered. The user has the option to make changes. |
Click OK to update the fields and return to the Document Maintenance screen.
The Non-Merchandise Costs tab captures the non-merchandise costs on the document including non-merchandise totals and their associated taxes. All the fields available during create on this tab are also enabled when the document is called up in edit mode for the following document-status combinations:
Merchandise Invoice – Worksheet/Ready for Match/ Unresolved Match*/ Multi-Unresolved Match
*Edit allowed if no action has been taken and discrepancies have not been resolved
Non Merchandise Invoice – Worksheet/ Approved
Credit Note – Worksheet/ Approved
Credit Note Request – Worksheet/ Approved
Credit Memo – Worksheet/ Approved
Debit Memo – Worksheet/ Approved
The tax fields in the tab are available only if tax validation is enabled in ReIM. Irrespective of the tax validation type, the tax fields are available for entry and edit for the tax validation types of Retailer, Vendor, or Reconcile.
Note:
Only documents created via the ReIM user interface can be edited in ReIM. Documents uploaded into ReIM from other systems via EDI upload are not available for editing with the exception of adding comments.This Tax Breakdown tab captures all tax amounts (including detail level as well as non-merchandise tax components) at a tax code level and is accessible only if taxes are enabled in ReIM. All the fields available during create on this tab are enabled when this tab is accessed in edit mode for the following documents status combinations:
Merchandise Invoice – Worksheet/ Ready for Match/ Unresolved Match/ Multi-Unresolved Match
Non Merchandise Invoice – Worksheet/ Approved
Credit Note – Worksheet/ Approved
Credit Note Request – Worksheet/Approved
Credit Memo – Worksheet/ Approved
Debit Memo – Worksheet/ Approved
Note:
This tab is disabled and auto-populated based on the invoice details added if the Default Taxes from Header option is set. If the option is set, all tax amounts on the Detail lines as well as the Non Merch Codes in the document are rolled up by Tax Code and populated in the Tax Codes table. Each time a detail row is updated the same update is reflected in the Tax Header. For a particular document, the user can override the automatic generation of taxes by selecting the Allow Editing of Tax Amount check box. This makes the tax values editable for this document during the current maintenance session.The Comments tab allows you to add or modify comments attached to a document.
Perform the following procedure to add a comment to a document:
Select Create from the Action menu. A new comment is added to the comment table. The Date and User ID fields are populated with the date the comment is being created and the user ID of the logged in user.
In the Usage Type field, select whether the comment is External or Internal.
In the Item field, specify whether the item should allow detail level comments specific to an item on the invoice. Items allowed for selection using the LOV are restricted to the items on the invoice. This field is not displayed for non-merchandise invoices as there are no item details on these documents.
In the Comments field, enter comments with regard to the specific resolution actions or details on the invoice that might be relevant for audit or further financial reconciliation.
Click Save to save the new comment.
The Deal Billing Details tab displays details of linked deals and derived income for documents that are linked to deal invoicing for fixed and bill back deals Such documents are generally uploaded from RMS. This tab is disabled if the Document being Created/Edited/Viewed does not have associated deal information. In the create flow the presence of deal information can be indicated by specification of a Deal Type on the create document dialog. If a document is linked to a deal then the Deal Billing Details tab is enabled and the corresponding Invoice Maintainence Detail tab is disabled. Line item or Merchandise hierarchy details are entered via this tab and taxes captured on this tab drive tax breakdown calculation for such documents. Note that the Deal Detail tab will not show deal details for off invoice deals that are associated with an invoice. The default columns and fields vary slightly based on whether the deal is fixed or complex.
Note:
The Edit option in the Action menu is only available for the following document status combinations that have a deal associated:Credit Note – Worksheet/Approved
Credit Note Request – Worksheet/Approved
Credit Memo – Worksheet/Approved
Debit Memo – Worksheet/Approved
Perform the following procedure to add deal billing details to a document:
Select Add from the Action menu. The Add Deal Billing Details dialog is displayed.
Enter the deal billing details for the following fields:
Item – This field allows selection of an item defined in RMS. Enter a value if available or select the item by querying for the item based on Item Number, Item Description, or VPN Number. (Item is only entered on Complex Deals.)
Department, Class, and Subclass – (These fields are available if the Deal Type is Fixed.) These fields allow selection of a department, class, and subclass. Valid values in RMS are available for selection.
Location – This field allows selection of a location defined in RMS. Only locations on the deal specified are available for selection.
Deal Income – This field allows for entry of deal income for the Item Location line (or for the merchandise category in the case of fixed deal).
Units – This field allows for entry of item units relevant to the income figure.
Tax Code – This field allows for selection of tax codes available in ReIM/RMS.
Tax Rate – This field defaults to the tax rate associated with the selected tax code on the invoice date. It can be edited to reflect the value on the invoice. This field is displayed only if taxes are enabled in ReIM.
Click Add to save the new deal billing details. You are returned to the Deal Billing Details tab.
You can add the details to the deal billing details table at any time by clicking Add and Continue.
The Additional Orders tab is displayed on Merchandise Invoices when the Match Across Multiple Purchase Orders Supplier option is checked at either the Supplier or the Supplier Group level.
Perform the following procedure to add additional orders to a document:
Select Create from the Action menu. The Add Additional Orders dialog is displayed.
From the Order No. field, select an additional Purchase Order against which the Invoice is raised.
Click OK to add the purchase order to the invoice and close the Add Additional Orders dialog. Click OK and Add Another to add the PO to the invoice, clear the PO field, and keep the Add Additional Orders dialog open in order to enter another PO.
The majority of documents are loaded in ReIM through Electronic Data Interchange (EDI). When ReIM receives an EDI file, it performs a pre-validation to ensure that the basic file format and data is correct. If the records pass the initial validation, they are loaded into the staging tables. From there, the system attempts to load the records into the ReIM base tables. If the data passes that level of validation, the documents are created in the base tables, are purged from the staging tables, and the documents are ready to be matched. If the data does not pass this validation, depending on the type of errors, users can manually correct the inaccurate data using the EDI Maintenance and Document Maintenance screens, or fix the data in the EDI file and reprocess.
On merchandise documents, the Supplier Site should be populated in the Vendor ID field in the EDI layout. The EDI load program should use the Supplier Site to look up the parent supplier in RMS. The parent supplier in RMS is then populated as the Vendor ID in ReIM and the original value of the Vendor ID from the EDI file (that is, the Supplier Site) populates the Supplier Site ID in ReIM. From a validation perspective, ReIM does not accept Supplier in the Vendor field. Therefore, if the Supplier Site is invalid, the user should fix the Supplier Site (provided in the EDI file) and not the derived data (Supplier). Once the Supplier Site is fixed, ReIM derives the correct Supplier.
Non-merchandise documents can be either for Suppliers or for Partners. If the non-merchandise document is for a Supplier, the Vendor ID field must be populated with the Supplier Site and ReIM derives the Supplier as it does for merchandise invoices. For Partner non-merchandise documents, the Partner ID is sent in the Vendor Reference field and passed on to ReIM.
Navigate: From the Tasks menu, select EDI Maintenance > EDI Document Search. The EDI Document Search window opens.
Enter criteria as desired to make the search more restrictive. You must enter at least one search criterion. The following criteria are available:
EDI Batch File – This field allows for filtering documents with errors based on the EDI Batch File. The list of values displays all EDI Batch Files with errors.
Document Type – This field is a drop down list which lists the type of document being queried.
Document – This field represents the document ID which is a unique identifier assigned by the supplier of the document being referenced.
Error Type – This field allows filtering by error type (for example, rule violation). Typing the first letter of the description selects it. If more than one choice starts with the same letter, continuing to press that letter will cycle through the matching choices in the order in which they appear in the list.
Vendor Type – This field represents the type of vendor on the document being referenced.
Vendor/Supplier – The label on this field is displayed as Vendor if the Vendor Type has been changed to a value other than supplier. By default the vendor type field will be set to Supplier and this field should display the supplier label. This field allows filtering documents based on the vendor on the document being referenced.
Order No. – This field allows filtering documents based on the order number associated with the document. This field is available only if the Vendor Type is Supplier.
Supplier Site – This field allows filtering documents based on the supplier site on the document being referenced. This field is available only if the Vendor Type is Supplier.
Click Search. The results are displayed in the Search Results table. The user has the ability to select rows by checking a checkbox to select them, and then choose an action for the selected rows. The Document ID field is hyperlinked so users can quickly open a document in Document Maintenance for editing.
The following procedure describes how to address EDI errors using the Document Maintenance window.
To fix a single document, select any error for that document in the results table and select Edit from the Action menu, or click on the document hyperlink. The Document Maintenance screen loads and all of the errors on the document are displayed in a popup. The popup includes all errors on the document, not just the errors from the Header Details Tab. Errors on the key fields on the header are listed first, followed by other errors on the header, and then errors on other tabs. If the number of errors exceeds the space on the popup, the popup displays as many errors as the space allows and then display a vertical scroll bar to allow users to scroll down to see the additional errors. If an error involves a discrepancy between multiple fields, the error is shown without the field reference. All fields with errors are highlighted in red.
The initial load of the screen takes the user to the Header Details Tab. This is true even if there are no errors on the header. In that case, users view the errors in the popup, and then click on the tab where the errors exist. For EDI generated documents, key fields are editable.
Click the fields with errors and the error details are displayed. Proceed to fix all errors on all tabs.
Once all errors on the document are fixed, click Save or Save and Close. When all errors are fixed, ReIM moves the corrected document from Staging to the ReIM base tables. If you are unable to fix all errors on a document, you will not be able to save changes, and have to cancel out of the document.
Note:
It is possible that additional errors exist on an EDI document that are not fixable via ReIM. In those cases, users receive an error explaining that additional errors exist that must be fixed in the vendor's EDI file.To fix multiple documents at the same time, select any error for those documents in the results table, and select Mass Correction from the Action menu. Mass correction is only allowed for documents for the same supplier. Therefore, if multiple documents are selected that belong to different suppliers, they receive an error.
Mass Correction can only be used to fix two types of errors: Invalid Items and Invalid Purchase Order Numbers. If none of the documents selected are eligible for mass correction (that is, do not have Invalid Item or Order Number error), an error is displayed.
When Mass Correction is selected, the Mass Correction popup displays and displays the Supplier selected for Mass Correction.
The following procedure describes how to address EDI Order Number errors using Mass Correction.
From the Mass Correction popup, select Order No in the Type field.
All invalid PO Numbers from the rows selected before clicking Mass Correction display in the Old Order No list of values.
Select one PO Number and then select a new PO number from the New PO No list of valid POs for the Supplier. Click Replace.
The system performs a search and replace of the invalid PO number. It replaces the PO number on all of the selected documents that contain that same invalid value in the PO number field. It is possible that a selected document may have a different PO number that is invalid and in that case it would not be replaced.
The Confirmation dialog displays the number of replacements made.
The following procedure describes how to address EDI Invalid Item errors using Mass Correction.
From the Mass Correction popup, select Item in the Type field.
All invalid items from the rows selected before clicking Mass Correction display in the Old Item list of values.
Select one Item and then select a new item from the New Item list of values, or search for the new item using the item number or description field search. This searches all valid items for that Supplier. Click Replace.
The system replaces that item on all of the selected documents regardless of the error codes on those documents.
The Confirmation dialog displays the number of replacements made.
Note:
If any of the selected documents has Header level errors with the Supplier, which would impact the ability to determine valid items, when users select Type - Item, the system prompts the user to fix those errors firstNavigate: From the Tasks menu, select Document Maintenance > Document Search. The Document Search window opens.
From the Document Search window, perform a search for merchandise invoices. See Search for a Document for additional information.
In the Search Results pane, highlight the unpaid, unmatched merchandise invoice request you want to prepay and select Prepay Documents from the Action menu. The invoice is marked as pre-paid.
Note:
Pre-paid invoices are still eligible for matching. Double-payment is prevented by ReIM verifying whether the pre-paid flag is set to yes.Navigate: From the Tasks menu, select Document Maintenance > Document Search. The Document Search window opens.
From the Document Search window, perform a search for the document group you wish to edit. See Search for a Document for additional information.
In the Search Results pane, highlight one of the documents from the group you want to edit and select Group Entry from the Action menu. The group is called up in the Group Entry dialog in Edit mode.
Use the forward or backward arrows to navigate to the document you wish to edit.
Navigate: From the Tasks menu, select Document Maintenance > Document Search. The Document Search window opens.
From the Document Search window, perform a search for credit note requests. See Search for a Document for additional information.
In the Search Results pane, highlight the credit note request you want to void and select Void from the Action menu. The Confirm Write Off dialog is displayed.
From the Confirm Write Off dialog, click Yes. The credit note request is voided and you are returned to the Search Results window.
Note:
Credit Note requests that are in Matched status cannot be voided.