InvoiceUpload

Invoice Upload

Purpose: Use the Invoice Upload screen to upload a CSV (comma-separated value) file containing one or more invoices for purchase orders.

Other ways to create invoices: You can also create invoices by:

• specifying an Invoice # at the Purchase Order Shipping screen. This option is available only if the Uses Invoicing preference is selected and if you have the required authority.

• using the Invoice Creation screen.

Vendor integration: You cannot create invoices through the vendor integration. You need to use a screen in the Vendor Portal, as described above.

Posted immediately: When you create an invoice through the upload and it is not out-of-balance, the invoice is created in Approved status, and is eligible to be posted immediately to the retailer’s system. You do not have an opportunity to modify the invoice through the Invoice Inquiry screen.

Eligible purchase order lines: Only purchase order lines in Shipped status are eligible to be included in invoices.

Multiple files? Some browsers support uploading multiple files at the same time; however, you might not receive an error report when uploading multiple files. To make sure you understand any errors that might occur, upload the files one at a time.

How to display this screen: Select Invoice Upload from the Home Screen* or the Invoices drop-down menu if you have the required authority.

Uploading a File

To create one or more invoices by uploading a CSV file at this screen:

• Click the Choose Files button.

• Select the file(s) to upload.

• Click UPLOAD.

• Click REFRESH to see if the invoice upload was successful or if there are any errors.

Note: To make sure that you receive a report on any errors, you should not upload more than one CSV file at a time, even if your browser supports it. However, a single CSV file can contain more than one invoice.

If successful: For each invoice in the CSV that does not include any lines in error, the Vendor Portal:

• Creates the invoice using the information from the Header Fields

• Creates invoice detail lines using the information from the Detail Fields

• Puts the invoice in Approved status if there are no lines out-of-balance, and the invoice goes into Posted status as soon as it is posted to the retailer’s system; otherwise, puts the invoice in Held status

Retailer approves or rejects: If the retailer approves the held invoice, the Vendor Portal posts the invoice to the retailer’s system, and the invoice status is Posted. Otherwise, if the retailer rejects the held invoice, the invoice goes into Rejected status.

Edit rejected invoice? You can use Invoice screen to edit the rejected invoice and resubmit it, or you can use the Invoice Inquiry screen to delete the rejected invoice.

Delete rejected invoice? If you delete the invoice, the invoice is no longer displayed on any screens, and the purchase order shipments included in the invoice are again eligible to be included on a new invoice.

If unsuccessful: For each invoice in the CSV file that includes an error on any lines, the Vendor Portal flags the first error it finds and displays the upload error icon () in the Errors column. The invoice is not created. Click the icon to display the errors in a new tab. See the Invoice Upload Errors table below for explanations of possible errors. The Vendor Portal also generates an email notification to the retailer and to the Upload Error Notification email address specified at the Vendor Configuration screen. The email includes a link to the error description and the data in error.

Fields in the Invoice Upload CSV File

Contents of the file: Each CSV file should contain the following unlabeled fields in the order indicated below. Each value should be surrounded by single quotes (’) and separated by a comma. You can generate a CSV file in a spreadsheet application such as Microsoft Excel, and then choosing to save the spreadsheet in CSV format.

Note: Negative quantities or amounts are not supported.

Sample file: See the sampleInvoiceUpload.csv file for an example of the data and formatting in the file.

Field	Description
Header Fields
A: Record Type	Must be set to HEADER, but not case-sensitive (header is also acceptable). Required.
B: Invoice Number	Must be an unassigned invoice number, and cannot exceed the maximum length specified by the retailer, which is based on the total number of shipments you can include on an invoice to the retailer. If the total number is 1 position (that is, a maximum of 9 shipments), the invoice number can be up to 9 positions; if the total number is 2 positions (that is, a maximum of 99 shipments), the invoice number can be up to 8 positions; and so on. Required.
C: Invoice Description	Informational only. No validation. Displayed for the invoice, but not sent to the retailer. Optional.
D: Invoice Type	Must be set to DR. Required.
E: Invoice Date	YYYYMMDD format. Can be a future or past date. Required.
F: Freight Charges	Header-level freight charges. Should be set to 0 if there are no header-level freight charges. Required.
G: Handling Charges	Header-level handling charges. Should be set to 0 if there are no header-level handling charges. Required.
H: Other Charges	Header-level “other” charges. Should be set to 0 if there are no header-level “other” charges. Required.
I: Other Charges Description	Informational only. No validation. Not sent to the retailer. Optional.
J: Discount Percentage	The discount percentage to apply if the invoice is paid within the Discount Days. Can include a 2-place decimal and cannot exceed 100. Should be set to 0 if there is no discount percentage available. Required. Note: The Vendor Portal does not validate the payment terms fields. For example, it does not confirm that you enter a Discount Percent if you enter a Discount Days Due.
K: Discount Days	The number of days within which the invoice should be paid to qualify for the discount percentage. Should be set to 0 if there is no number of days within which the invoice qualifies for a discount. Up to 3 positions. Required.
L: Gross Days	The total number of days until payment of the invoice is due. Should be set to 0 if there is no specified due date. Up to 3 positions. Required.
Detail Fields
A: Record Type	Must be set to DETAIL, but not case-sensitive (detail is also acceptable). Required.
B: PO Number	Must specify a valid purchase order number. Required.
C: PO Line Number	Must specify a valid line number on the purchase order. Required.
D: RA Number	Not currently implemented. If there is information in this column, it is ignored.
E: RA Line Number	Not currently implemented. If there is information in this column, it is ignored.
F: Vendor Item Number	Informational only. No validation.
G: Freight Amount	Updates the freight amount for the invoice detail line. Must be set to 0 if there are no detail freight charges.
H: Handling Amount	Updates the handling amount for the invoice detail line. Must be set to 0 if there are no detail handling charges.
I: Other Amount	Updates the “other” amount for the invoice detail line. Must be set to 0 if there are no detail “other” charges.
J: Other Description	Informational only. Displayed for the invoice detail, but not sent to the retailer. Truncated if it exceeds 30 positions. Optional.
K: Invoice Unit Cost	The unit cost that you are charging the retailer. Required. If the invoice unit cost varies from the purchase order unit cost by a percentage specified by the retailer, the invoice is out-of-balance. When you upload the invoice, it remains in Held status until the retailer approves or rejects it.
L: Invoice Quantity	The quantity of the item included on the invoice. You can include a partial purchase order quantity on an invoice if you processed a partial shipment with this quantity for the purchase order line; otherwise, you need to include the entire shipped, uninvoiced purchase order quantity. Examples: • If each unit ships separately: A purchase line has a quantity of 4. Each unit needs to ship separately. You ship all 4 units. The invoice can include up to 4 invoice detail lines, each with a quantity of 1, or it can include a single invoice detail line with a quantity of 4. The invoice cannot include an invoice detail line with a quantity of 2 or 3. • If you make a partial shipment: A purchase order line has a quantity of 5. You ship the 3 units that you have in stock when you receive the purchase order, then you ship the remaining 2 units when they are available. The invoice can include a line for 2 units; a line for 3 units; two lines for 2 and 3 units, respectively; or a line for 5 units. The invoice cannot include an invoice detail line with a quantity of 1 or 4 units.

Invoice Upload Errors

The following table describes possible invoice upload errors, displayed when you click the Errors icon.

Note: The Vendor Portal does not generate an error report when you upload multiple files at one time.

Error Description	Explanation
invalid discount days. Value must be a number between 0 and 999	The discount days field is not set to a number from 0 and 999.
invalid gross days. Value must be a number between 0 and 999	The gross days field is not set to a number from 0 and 999.
invalid discount percentage. Value must be a number between 0.00 and 100.00	The discount percent field is not set to a number from 0 and 100.00.
invalid freight charges	The header-level or detail-level freight charges field is blank. The field should be set to 0 if there are no header-level or detail-level freight charges.
invalid handling charges	The header-level or detail-level handling charges field is blank. The field should be set to 0 if there are no header-level or detail-level handling charges.
invalid invoice date	No invoice date is specified.
invalid invoice number	The invoice number specified is already used, no invoice number is specified, or the invoice number exceeds the maximum length specified by the retailer. Matching on invoice number is not case-sensitive: for example, invoice abc is match for ABC.
invalid invoice type	The invoice type is not set to DR.
invalid invoice unit cost	The unit cost is blank for a detail line or includes a non-numeric character. When this error occurs, no invoices from the file are created.
invalid number of columns	The last column of the HEADER record (gross due days) is blank.
invalid other charges	The header-level or detail-level “other” charges field is blank. The field should be set to 0 if there are no header-level or detail-level “other” charges.
Invalid PO line number	No line number is specified, or the line number specified is not valid for the purchase order.
Invalid PO Number	No purchase order number was specified, or the purchase order number specified was invalid.
Invalid PO Status	The purchase order line has not been shipped.
invalid record type	The record type was not set to HEADER or DETAIL, or the file included one or more blank rows.
Invalid # of data columns	Can occur if the number of columns for the header or detail are not the same as those described above.
Maximum number of purchase orders per invoice exceeded for invoice	The number of purchase orders specified for an invoice is greater than the maximum specified by the retailer.
PO has already been invoiced	All items for the purchase order number specified are already included on an invoice.
?Miscellaneous error java.lang.StringIndexOutOfBoundsException: String index out of range: 4	The date specified is zero (0) or non-numeric.

Fields at this screen

Fields	Description
Date	The date and time when you uploaded the CSV file to confirm shipment(s). MM/DD/YYYY HH:MM:SS AM format.
Status	The status of the upload: • Completed: The Vendor Portal processed all the shipment updates specified in the CSV file. • Completed with Errors: You uploaded just one CSV file at a time, and one or more shipment updates specified in the file contained errors. Click the upload error icon () to review the errors, and see Invoice Upload Errors for more information. • Failed: You uploaded more than one CSV file at a time, and one or more shipment updates specified in the file contained errors. Upload the files one at a time so that you can review the errors.
File Name	The name of the CSV file that you uploaded, including its folder path. Note: A folder of fakepath indicates that your browser, such as Chrome, could not display the complete folder path.
User ID	The user ID of the person who uploaded the file.
Errors	The upload error icon () indicates that one or more records in the CSV file was incorrect. Click the icon to display the errors, and see Invoice Upload Errors for more information. Note: The report on the errors is not available if you upload more than one file at a time. Upload the files one at a time so that you can review the errors.