1 Create Documents

Create Merchandise Invoice

There are four ways invoices are loaded into the system: EDI, single invoice entry, group entry, and invoice induction. An invoice is the bill for goods or services received from a supplier or partner. A merchandise invoice is a document that a supplier sends to a retailer for merchandise items. A merchandise invoice can also contain additional non-merchandise costs. Because a merchandise invoice must involve items, only suppliers can send merchandise invoices.

Create Merchandise Invoice

Navigate: From the Tasks menu, select Document Maintenance > Create Document. The Create Document screen opens.

Figure 1-1 Create Document

1. Open the Create Document screen. The Create Document screen is launched when the user chooses to create a Document through either of the one of the following:

   • Clicking the Create Document link under the Document Maintenance subgroup on the Global Navigation section

   • Select Create Document from the Actions menu on the Search Results Pane

2. In the Document Type field, select Merchandise Invoice. Once the Document Type is selected, the field is disabled and the Vendor Type is set to Supplier.

Header Information

1. In the Document field, enter the identifier for the Document in Invoice Match that is used in communication with the vendors and will be displayed to the end user. This must be unique by vendor, document type, and (optionally depending on system setting) by document date.

2. In the Document Date field, enter the date the invoice was created, or click the calendar button and select a date.

3. In the Order No. field, select the Purchase Order against which the Document (or Invoice) is raised.

   Note:

   If an Order No. is entered before the vendor, the vendor, supplier site, and terms will default to values from the purchase order. Additionally, if there is only one location on the purchase order, then the location will default to that location as well.

4. In the Vendor field, select the Supplier against which the Invoice is raised.

   Note:

   If a Supplier is specified before the Order No, the combo box list of values dropdown displays orders corresponding to all suppliers in the same supplier group as the supplier specified.

5. The Terms field defaults to the term of the specified PO. The defaulted value can be modified on the invoice document.

6. In the Supplier Site field, select the Supplier Site against which the Document (or Invoice) is raised.

7. In the Location field, select the Invoicing (Billing) Location from the list of valid locations (stores and physical warehouses). These locations are defined in Merchandising.

   Note:

   The Location field value is defaulted if the Order No selected has a single Location to which it is associated.

   Note:

   For import PO's the Import Location is used as the location in Invoice Match.

8. In the Third-party Payee field, select the parent supplier from the list of valid parent suppliers from the Merchandising system.

   Note:

   The Third-party Payee field is visible when the Allow Third-Party Payee field is checked in System Options.

Non Merchandise Detail

The Non Merchandise Details section allows the addition of a single non merchandise code / amount to an invoice document as part of a quick entry flow. Additional codes and details can be entered using the Non Merchandise Details window available on the Document Maintenance screen.

1. In the Non Merchandise Code field, specify a single non merchandise code that is applicable to the document. Additional codes can be entered using the Non Merchandise Costs screen if needed.

2. In the Non Merchandise Amount field, specify the non merchandise amount corresponding to the Non Merchandise Code specified.

Note:

In a Global Tax environment, taxes associated with the non-merchandise codes can be entered into a tax table. Select the plus key on the tax table and a popup will appear allowing the entry of the tax code, tax rate, and tax basis. The OK and Add Another button allows multiple taxes to be associated with the non-merchandise code.

Document Totals

The Document Totals section allows the user to specify Total Merchandise Amount, Total Quantity, and Total Invoice Amount.

1. In the Quantity field, enter the total number of units on the document.

   Note:

   There is a supplier option that can be used to make the quantity field required.

2. The Merchandise Amount field represents the Total Merchandise Value excluding tax.

   Total Merchandise Amount = Total Amount - Non Merchandise Amount - Tax Amount

3. The Amount field represents the total value of the document. This field is automatically populated with the sum of the Merchandise Amount, Non Merchandise Amount, and Tax Amount(s).

Tax Details

In a Single Tax Environment the Tax Detail section allows the addition of a single tax code, tax basis and amount to an invoice as part of a quick entry flow. Additional codes and details may be entered using the Tax Breakdown window available on the Document Maintenance screen.

1. In the Code field, specify the tax code applicable on the document at a header level.

2. The basis field is automatically calculated when the tax code is entered if the merchandise amount is entered first. The calculated amount can be overwritten.

3. The Amount field is automatically populated. It is computed by applying the tax code on the taxable basis if the tax code and basis are added first. The Amount field can be overwritten by the user.

In a Global Tax environment, document taxes can be entered into a tax table. Select the plus key on the tax table and a popup will appear allowing the entry of the tax code, tax rate type, tax rate, and tax basis. The OK and Add Another button allows multiple taxes to be included on the document. The tax table supports the entry of both percent or per unit taxes.

Save the Document

When all of the necessary information is added to your entry, choose one of the following options:

• Click Save to save the document and navigate to the Document Maintenance window to add additional details to the document.

• Click Save and Add Another to save the current invoice and open an empty Create Document page.

• Click Save and Close to save the current invoice and close the Create Document page.

• Click Cancel to reject all entries.

Create Other Documents

There are several types of documents in Invoice Match that are not for invoicing merchandise. These other documents include:

• Non-merchandise Invoices

• Debit Memos

• Credit Memos

• Credit Note Requests

• Credit Notes

Deal bill-backs will be available for automatic invoicing sent to Invoice Match as Debit Memos or Credit Note Requests from the Merchandising system. Any documents resulting from a deal will be created in Approved status

Non-Merchandise Invoice

A non-merchandise invoice is a document for non-merchandise costs only. It can be created by a supplier or a partner. Non-merchandise invoices cannot contain a bill for merchandise items.

Create a Non-Merchandise Invoice

Navigate: From the Tasks menu, select Document Maintenance > Create Document. The Create Document dialog opens.

Figure 1-2 Create Document Dialog

1. Open the Create Document screen. The Create Document screen is launched when the user chooses to create a Document through either of the one of the following:

   • Clicking the Create Document link under the Document Maintenance subgroup on the Global Navigation section

   • Select Create Document from the Actions menu on the Search Results Pane

2. In the Document Type field, select Non-Merchandise Invoice. Once the Document Type is selected, the field is disabled and the Vendor Type is set to Supplier by default, but it can be changed.

Header Information

1. In the Document field, enter the identifier for the Document in Invoice Match that is used in communication with the vendors and will be displayed to the end user. This must be unique by vendor, document type, and (optionally depending on system setting) by document date.

   Note:

   If the vendor created the document (for example, a non-merchandise invoice), this field will hold the vendor's id for the document. If the retailer created the document in response to a client document (for example, a credit note request), the document ID will be the document ID of the original document prefixed or suffixed with the appropriate values from the im_system_options table (credit_note_req_prefix_cost, debit_memo_prefix_qty, credit_memo_suffix_dp).

2. In the Document Date field, enter the date the document was created, or click the calendar button and select a date.

3. In the Order No. field, select the Purchase Order against which the Document (or Invoice) is raised.

   Note:

   If an Order No. is entered before the vendor, the vendor, supplier site, and terms will default to the values from the purchase order. Additionally, if there is only one location on the purchase order, then the location will default to that location as well.

4. In the Vendor field, select the Vendor against which the Document (or Invoice) is raised.

   Note:

   If a Supplier is specified before the Order No, the combo box dropdown menu's list of values displays orders corresponding to all suppliers in the same supplier group as the supplier specified.

5. The Terms field defaults to the term of the specified PO. The defaulted value can be modified on the invoice document.

6. In the Supplier Site field, select the Supplier Site against which the Document (or Invoice) is raised.

7. In the Location field, select the Invoicing (Billing) Location from the list of valid locations (stores and physical warehouses). These locations are defined in Merchandising.

   Note:

   The Location field value is defaulted if the Order No selected has a single Location to which it is associated.

8. In the Third-party Payee field, select the parent supplier from the list of valid parent suppliers from the Merchandising system.

   Note:

   The Third-party Payee field is visible when the Allow Third-Party Payee field is checked in System Options.

Non Merchandise Detail

The Non Merchandise Details section allows the addition of a single non merchandise code / amount to the document as part of a quick entry flow. Additional codes and details can be entered using the Non Merchandise Details window available on the Document Maintenance screen.

Note:

In a Global Tax environment, taxes associated with the non-merchandise codes can be entered into a tax table. Select the plus key on the tax table and a popup will appear allowing the entry of the tax code, tax rate, and tax basis. The OK and Add Another button allows multiple taxes to be associated with the non-merchandise code.

1. In the Non Merchandise Code field, specify a single non merchandise code that is applicable to the document. Additional codes can be entered using the Non Merchandise Costs screen if needed.

2. In the Non Merchandise Amount field, specify the non merchandise amount corresponding to the Non Merchandise Code specified.

Document Totals

The Document Totals section allows the user to specify Total Merchandise Amount, Total Quantity, and Total Invoice Amount.

Note:

For a non-merchandise document, the quantity and merchandise amounts are null (or zero), and the Amount is the non-merchandise amount plus tax amount.

1. The Amount field represents the total value of the document. This field is automatically populated with the sum of the Non Merch Amount and Tax Amounts if not entered.

Tax Details

In a single tax environment, the Tax Detail section allows the addition of a single tax code, tax basis and amount to the document as part of a quick entry flow. Additional codes and details may be entered using the Tax Breakdown window available on the Document Maintenance screen.

1. In the Code field, specify the tax code applicable on the document at a header level.

2. In the Basis field, enter the taxable basis on which the tax code should be applied. This is computed by dividing the tax amount by the tax rate if the tax code and tax amount are added first.

3. The Amount field is automatically populated. It is computed by applying the tax code on the taxable basis if the tax code and basis are added first. The Amount field can be overwritten by the user.

Note:

In a Global Tax environment, the Tax Details section is disabled since taxes are entered on the non-merchandise code.

Save the Document

When all of the necessary information is added to your entry, choose one of the following options:

• Click Save to save the document and navigate to the Document Maintenance window to add additional details to the document.

• Click Save and Add Another to save the current invoice and open an empty Create Document page.

• Click Save and Close to save the current invoice and close the Create Document page. You must click Approve for the documents to be approved.

• Click Cancel to reject all entries.

Credit Memo, Debit Memo, Credit Note Request, or Credit Note

Credit Memos are documents generated by the retailer that increase the payment to the supplier. Debit Memos are documents generated by the retailer that decrease the payment to the supplier. In situations where a retailer cannot directly deduct from a supplier, the retailer will generate a Credit Note Request. A Credit Note Request is a document asking the supplier to issue credit to the retailer for an overcharge. A Credit Note is a document generated by the supplier which is issued to the retailer for an overcharge, thus reducing the payment to the supplier.

Credit Memos are entered as a positive amount, Debit Memos (which have the opposite effect of Credit Memos) are entered as a negative amount. For Debit Memos associated with merchandise items, the unit cost is entered as negative so the calculation of the extended amount is also negative. Credit Notes Requests look identical to Debit Memos, except they do not have immediate financial implications, so they will also have negative values. Credit Notes will also look identical to Debit Memos and will have the same financial effect; the only difference being that the Credit Note is generated by the Supplier whereas the Debit Memo is generated by the retailer.

Create a Credit Memo, Debit Memo, Credit Note or Credit Note Request

Navigate: From the Tasks menu, select Document Maintenance > Create Document. The Create Document dialog opens.

Figure 1-3 Create Document

1. Open the Create Document screen. The Create Document screen is launched when the user chooses to create a Document through either of the one of the following:

   • Click the Create Document link under the Document Maintenance subgroup.

   • Select Create Document from the Actions menu on the Search Results Pane.

2. In the Document Type field, select one of the following:

   • Credit Note

   • Credit Note Request - Cost

   • Credit Note Request - Quantity

   • Credit Note Request- Tax

   • Debit Memo - Cost

   • Debit Memo - Quantity

   • Debit Memo - Tax

   • Credit Memo - Cost

   • Credit Memo - Quantity

   Once the Document Type is selected, the field is disabled and the Vendor Type is set to Supplier.

Header Information

1. In the Document field, enter the identifier for the Document in Invoice Match that is used in communication with the vendors and will be displayed to the end user. This must be unique by vendor, document type, and (optionally depending on system setting) by document date.

   Note:

   If the vendor created the document (for example, a merchandise invoice), this field will hold the vendor's id for the document. If the retailer created the document in response to a client document (for example, a credit note request), the document identifier will be the same as that of the original document prefixed with the appropriate values from the im_system_options table (credit_note_req_prefix_cost, debit_memo_prefix_qty, credit_memo_suffix_dp).

2. In the Document Date field, enter the date the invoice was created, or click the calendar button and select a date.

3. In the Order No. field, select the Purchase Order against which the Document (or Invoice) is raised. When Purchase Order is entered, the Vendor and Supplier site are populated with the supplier and supplier site (respectively) from the Purchase Order.

   Note:

   If an Order No. is entered before the vendor, the vendor, supplier site, and terms default to the values from the purchase order. Additionally, if there is only one location on the purchase order, then the location will default to that value as well.

   In the Vendor field, select the Vendor against which the Document (or Invoice) is raised.

   Note:

   If a Supplier is specified before the Order No, the list of values in the combo box dropdown menu displays orders corresponding to all suppliers in the same supplier group as the supplier specified.

4. The Terms field defaults to the term of the specified PO. The defaulted value can be modified on the invoice document.

5. In the Supplier Site field, select the Supplier Site against which the Document (or Invoice) is raised.

6. The Deal Type field displays whether the document is associated with invoicing of a fixed deal or a complex deal and determines whether the Deal Billing details tab is enabled or not on the Document Maintenance window.

7. In the Location field, select the Invoicing (Billing) Location from the list of valid locations (stores and physical warehouses). These locations are defined in Merchandising.

   Note:

   The Location field value is defaulted if the Order No selected has a single Location to which it is associated.

8. The RTV Order No field indicates whether the Document corresponds to a RTV Chargeback. RTV charge backs are intimations for financial recovery raised by the merchandising system for goods returned to the supplier. These documents do not require any additional processing in Invoice Match.

9. In the Third-party Payee field, select the parent supplier from the list of valid parent suppliers from the Merchandising system.

   Note:

   The Third-party Payee field is visible when the Allow Third-Party Payee field is checked in System Options.

Document Totals

The Document Totals section allows the user to specify Total Merchandise Amount, Total Quantity, and Total Document Amount.

Note:

This section is disabled if the Document type is set to Credit Memo, Debit Memo, Credit Note, or Credit Note Request.

Save the Document

When all of the necessary information is added to your Credit Memo, Debit Memo, Credit Note, or Credit Note Request, click Save and Continue to move on to the main document maintenance screen to continue entering the document.

Create a Credit Note from a Credit Note Request

When a Credit Note is received in response to a Credit Note Request sent out by the retailer, you can copy the Credit Note Request to save time entering the Credit Note. A Credit Note can be created from a Credit Note Request using the following procedure:

Navigate: From the Tasks menu, select Document Maintenance > Document Search. The Document Search window opens.

1. From the Document Search window, perform a search for a Credit Note Request document. See Search for a Document for additional information.

2. In the Search Results pane, highlight the Credit Note Request you want to use to create a Credit and select Create Credit Note from the Action menu.

   The Document Maintenance screen is called and populated with the data from Credit Note Request.

3. From the Document Maintenance screen, enter the document date for the Credit Note.

4. Make any necessary adjustments to the Credit Note, and select Save and Close button.

   The Credit Note is created in an Approved status.

Use Group Entry

Group entry is an extension of the manual entry process with the addition of features such as control totals and defaulting common values to provide greater accuracy and efficiency when manually entering documents. The group entry feature allows the entry of header only documents. Merchandise invoices, non-merchandise invoices, and credit notes are the only document types allowed in the group entry function.

Group Entry of Header-Only Documents

The Group Entry window facilitates the quick entry of multiple header-only documents. Group entry is available for merchandise invoices, non-merchandise invoices, and credit notes. All other document types are available using the single document entry process. The group entry window uses defaults where feasible to facilitate quick entry of documents. Group entry accepts the minimum fields necessary to create a header-only invoice, so if the user needs to enter item details or other information such as reference fields they would need to use the single document entry process.

Navigate: From the Tasks menu, select Document Maintenance > Group Entry. The Group Entry window opens.

Figure 1-4 Group Entry Window

1. From the Group Entry window, select the Document Type. Options are:

   • Merchandise Invoice

   • Non Merchandise Invoice

   • Credit Note

2. Once a document type is selected, enter information for the following:

   Table 1-1 Group Entry Fields

   Field	Description
   Group ID	The Group ID is automatically assigned as the next number in a sequence.
   Vendor Type	This field represents the type of vendor on the document being referenced. Options are: Agent Applicant Bank Broker Consignee Consolidator Escheat- Country Escheat - State Expense Vendor External Finisher Factory Freight Forwarder Import Authority Importer Supplier
   Order No	This field allows for selection of the Purchase Order against which the Document (or Invoice) is raised. The field will be enabled for selection when the Document Type is Supplier. Note: If an Order No. is entered before the vendor, the vendor, supplier site, and terms default to the values from the purchase order. Additionally, if there is only one location on the purchase order, then the location will default to that value as well.
   Vendor	This field allows selection of the Vendor against whom the Document (or Invoice) is raised.
   Supplier Site	This field is available if the Vendor Type is set to Supplier. This field allows selection of the Supplier Site against whom the Document (or Invoice) is raised.
   Terms	This field allows specification of the Document Terms. This field will default to the value specified below depending on the document being created. Merch Invoice – Terms on the PO specified Non Merch Invoice – Terms associated with the Vendor in RMS Credit Note – Terms associated with the Vendor in RMS The defaulted value can be modified on the document.
   Location	This field indicates the Invoicing (Billing) Location. The value is selectable from the list of valid locations (stores and physical warehouses) defined in Merchandising. This field is defaulted if the Order No selected has a single Location on it.
   Document ID	Identifier for the Document in Invoice Match that is used in communication with the vendors and is displayed to the end user. This value must be unique by vendor, document type, and document date. If the vendor created the document (i.e. merchandise invoice, etc), this field will hold the vendors id for the document.
   Document Date	Specifies the document date. The document date is the date the document was created. When documents are created by an outside party, the document date can be different from the create date (i.e. the document date on a merchandise invoice from a supplier will be the date the supplier generates the invoice while the create date for this record will be the date the invoice was entered/uploaded into Invoice Match).
   Due Date	Represents the day the document is due for payment. Is computed based on the document date (or the last receipt date depending on supplier option) and the applicable Payment Terms. This is a view only field.
   Currency	This column holds the currency associated with the document. Currency is display only on merchandise invoices.
   Third-party Payee	This field indicates the valid parent supplier from the Merchandising system.

3. If you are entering a Non-Merchandise document (or adding non-merchandise entry to a merchandise document), the following non-merchandise fields are available from the non-merchandise table:

   Table 1-2 Non-Merchandise Document Fields

   Field	Description
   Non Merch Code	Available largely as a quick entry alternative. Allows specification of a single non merch code applicable to the document. Additional codes if required can be entered via the Non Merch Costs tab.
   Non Merch Amount	Available largely as a quick entry alternative in case of single non merchandise cost scenarios. Represents the Non merch Amount corresponding to the Non Merch Code specified. If multiple non-merch codes are entered, this field will display the accumulated total of the non-merch amounts.
   Tax Code	Enter the tax code associated with the non merchandise entry.
   Tax Rate	The tax rate associated with the non merch Tax code will display.
   Tax Amount	The Tax Amount associated with the non merch tax code is calculated and displayed here.

4. In the Document Totals section, enter information for the following fields:

   Table 1-3 Document Totals Fields

   Field	Description
   Total Quantity	This field represents the total number of units on the document. If the Total Quantity Required indicator is set for this supplier site, then total quantity must be entered. If the indicator is not set, then quantity is optional.
   Total Merch Amount	Represents the Total Merchandise Value excluding tax. Is computed based on the below formula Total Merch Amount= Total Amount- Non Merch Amount- Tax Amount
   Total Amount	Represents the total value of the Document. This field is automatically populated with the sum of the Non Merch Amount and Tax Amounts if not entered. It can be overridden or entered by the user.

5. In the Tax Totals section, enter information for the following fields:

   Table 1-4 Tax Totals Fields

   Field	Description
   Tax Code	Available largely as a quick entry alternative in single tax scenarios. Specifies the tax code applicable on the document at a header level. Additional codes if required can be entered via the Tax Breakdown detail tab
   Taxable Basis	Available largely as a quick entry alternative in single tax scenarios. Specifies the taxable basis on which the tax code should be applied. Will be computed by dividing the tax amount by the tax rate if the tax code and tax amount are added first
   Tax Amount	Available largely as a quick entry alternative in single tax scenarios. This amount is computed by applying the tax code on the taxable basis if the tax code and basis are added first. Can be overwritten by the user.

   Note:

   There is also a Tax Table to support entry of multiple taxes if necessary.

6. In the Group Totals section, enter information for the following fields:

   Table 1-5 Group Totals Fields

   Field	Description
   Document Status	This field displays the status of the document. This is a view only field.
   Group Count	This should be a count of the number of invoices included in the group entry batch. The count includes the current invoice, so it is incremented after the document id and date are both provided.
   Group Total Amount	This is an accumulated total amount of all the invoices included in the group entry batch. The total amount includes the current invoice, so the total amount is incremented whenever the total invoice amount is updated.

7. When all of the necessary information is added to your entry, click Save. Clicking the arrow adjacent to the Save button provides the following options:

   • Save and Add Another – This option performs validation on the document to ensure it can be added in 'approved' mode, though it will stay in 'Worksheet' status until an 'Approve' is performed. If it passes validation, the document is updated to the database and the screen is cleared awaiting the next entry.

   • Save and Close – This step performs the same validation and if it passes adds the document to the database just like the Save and Add Another, but then the UI is closed. Save and close will keep the documents in worksheet status. You must click Approve for the documents to be approved.

   In addition to the options above, group entry has the following features:

   • You can save and close a group without approving, then later call the Group back up through Document maintenance. In Document Maintenance, you search for the group, then highlight any invoice in the group. With the invoice highlighted, choose the 'Group Entry' action from the Actions drop down menu.

   • There are also forward and backward navigation buttons in group entry which can be used to page through the invoices in the group to verify/correct the information.

Create Documents via Spreadsheet

Data Loading (also known as invoice induction) allows users to manage and upload groups of invoices via spreadsheets. This allows users to enter detailed invoice information, not available via the Group Entry screen. Data Loading supports entry of all types of documents handled by the single document entry process including debit memos, credit memos, credit note requests, credit notes, non-merchandise invoices, and merchandise invoices. It also supports RTV's in their various forms which could include debit memos, credit memos, credit note requests and credit notes.

Data Loading vs. EDI

When Retailers receive invoices via EDI, they must be treated as legal documents in the system. As a result, there are only a specific set of changes that can be made to the contents of the EDI file and the invoices it includes (see Manage EDI Documents for additional information). Invoices created through Data Loading are treated as if they were created manually using the Invoice Match user interface, which means documents loaded through Invoice Induction allow more changes to be made to the documents through the user interface than is allowed for EDI documents. To differentiate between the types of invoices, an indicator is inserted in the database to specify how an invoice is created (for example, through EDI, spreadsheet or the Invoice Match UI).

Upload Data

Once users have added the documents to the spreadsheet, they will submit an upload request.

Navigate: From the Tasks menu, select Data Loading > Upload Data. The Upload Data window opens.

Figure 1-5 Upload Data Window

1. From the Upload Data window, select a template type in the Template Type field. The following template types are supported:

   • Merchandise Invoice

   • Non-merchandise Invoice

   • Credit Note

   • Debit Memo

   • Credit Memo

   • Credit Note Request

2. Select a template from the Template list. The list of values allows the selection of a template from all the templates defined in the system that are linked to the selected Template Type. It is mandatory to select a Template.

3. Enter a value in the Process Description field. The value specified in this field allows the user to more easily search for and find the process created for the upload in order to identify the status of the upload and view any errors that may have been identified. This is a mandatory field.

4. In the Source field, enter the directory and filename of your upload file. Alternatively, you can use the Browse button to browse to the upload file.

   Click Upload to submit your upload for processing.