Invoice

Purpose: Use the Invoice screen to review or change an invoice.

When is an invoice eligible for change? An invoice is eligible for change only if the status is New or Rejected. See Changing an Invoice, below, for more information. Otherwise, all information for the invoice is display-only.

How to display:

• Select Display for an invoice at the Invoice Inquiry screen if you have the required authority
• Click the display icon () at the Invoice tab of the Purchase Order screen if you have the required authority

Note:

If the Invoice screen was already open in another tab when you clicked the edit icon, you advance to this screen with the previous invoice information displayed.

Possible changes: The information you can change on an invoice includes:

• Invoice header:

  • Invoice Summary fields:

    • Invoice Date

    • Invoice Description and Other Description

    • Freight, Handling, and Other Charge

  • Payment Terms fields:

    • Discount Percent, Discount Days Due, and Gross Days

To update header information: Update each field and click Save to open the Create Invoice Confirmation window, or click Cancel to exit the screen without saving your changes.

• Invoice line (these fields are on the Edit Invoice Detail window):

  • Invoice Unit Cost

  • Freight, Handling, and Other Charges

  • Other Description

To update detail information: Use the Edit Invoice Detail window.

Delete line: Select the delete icon () to delete a shipment from the invoice.

Submit invoice or save? When you click Save at the Invoice screen, the Create Invoice Confirmation window opens. Use this window to indicate whether to save the invoice for further changes or submit the invoice, with any applied changes, to the retailer. See that window for more information.

Fields	Description
Invoice Information Unlabeled area at the top of the screen.
Invoice Number	The invoice number you specified when creating the invoice.
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.
Invoice Status	Possible statuses are: Approved = The invoice was approved, either automatically or by the retailer, but has not yet posted to the retailer’s system. Held = The invoice includes at least one line that is out-of-balance because you changed the unit price by more than the Unit Cost Threshold specified by the retailer: for example, the retailer set a threshold of 10%, and you changed the unit price by 15%. The invoice remains in Held status until the retailer either approves or rejects it. New = You selected the Update and Save for Changes option at the Create Invoice Confirmation window, and have not yet submitted the invoice for posting to the retailer’s system. Posted = The invoice has been posted to the retailer’s system for payment processing. Rejected = You submitted an invoice that includes an out-of-balance line to the retailer, and the retailer has rejected it. You can change the invoice so that it no longer contains an out-of-balance line, delete a line on the invoice, or you can delete the invoice. You cannot change the invoice unless the status is New or Rejected.
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
Header tab: Invoice summary fields
Invoice Date	The date you specified for the invoice. Optionally, you can select a different date from the calendar control if the invoice is in New or Rejected status.
Invoice Description	The description you entered for the invoice. Informational only. Optionally, you can change, add, or delete the description if the invoice is in New or Rejected status.
Other Description	A description of the additional charges on the invoice. Informational only. Optionally, you can change, add, or delete the description if the invoice is in New or Rejected status.
Freight	The total freight amount at the header level of the invoice. Optionally, you can change, add, or delete the freight amount if the invoice is in New or Rejected status. Your entry cannot be a negative number.
Handling	The total handling charge amount at the header level of the invoice. Optionally, you can change, add, or delete the handling charge amount if the invoice is in New or Rejected status. Your entry cannot be a negative number.
Other Charge	The total “other” charge amount at the header level of the invoice. Optionally, you can change, add, or delete the “other” charge amount if the invoice is in New or Rejected status. Your entry cannot be a negative number.
Detail Freight	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 or Edit Invoice Detail windows, available by clicking the Display icon () at the Detail tab.
Detail Handling	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 or Edit Invoice Detail windows, available by clicking the Display icon () at the Detail tab.
Detail Other Charge	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 or Edit Invoice Detail windows, available by clicking the Display icon () at the Detail tab.
Header tab: Payment Terms fields Use these fields to specify the payment terms for the invoice. 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.
Discount Percent	The percentage discount for the retailer to apply when paying the invoice within the Discount Days Due. Can not exceed 100, and can include a 2-position decimal. Optionally, you can change, add, or delete the discount percentage if the invoice is in New or Rejected status.
Discount Days Due	The maximum number of days in which the retailer needs to pay the invoice in order to qualify for the Discount Percent. Up to 3 positions. Optionally, you can change, add, or delete the discount days due if the invoice is in New or Rejected status.
Gross Days	The number of days in which payment is due for the invoice. Up to 3 positions. Optionally, you can change, add, or delete the gross days if the invoice is in New or Rejected status.
Detail tab This tab displays information about the line(s) you are billing on the invoice, and includes options to display or change 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 you ship 3 units of item ABC123 separately for purchase order 456, you can include all 3 shipments 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.
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. Note: Optionally, when you are confirming shipments through the: Purchase Order Shipping screen, you can use the Purchase Order Shipping Details window to enter a separate tracking number, weight, rate, or shipment date for individual units or lines. See that window for more information. Purchase Order Shipping Upload screen, you can enter a different ship date in the upload file. See that screen for more information.
Invoice Qty	The total quantity included in the shipment and being billed on this invoice.
PO Unit Cost	The original unit cost from the purchase order.
Invoice Unit Cost	The unit cost you are billing the retailer for the shipment. Multiplied by the Invoice Qty. Changing the unit cost? Optionally, you can use the Edit Invoice Detail window to override this unit cost if the invoice is in New or Rejected status. If the cost you enter exceeds or falls short of the original PO Unit Cost by more than the Unit Cost Threshold percentage specified by the retailer, the invoice detail line will be out-of-balance. For example, if the retailer sets the threshold at 10%, and you change the invoice unit cost by more than 10%, the invoice detail line is out-of-balance. Held invoice? When you submit an invoice that includes any out-of-balance lines, the invoice goes into Held status, and the retailer needs to either approve or reject the invoice. If the invoice’s status is Rejected, you can edit the invoice, including the Invoice Unit Cost, again, and resubmit the invoice; or you can delete the invoice.
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 percentage specified by the retailer. Once the retailer approves the invoice, this indicator is no longer displayed.
Display	Click the Display icon () to advance to the: Edit Invoice Detail window if the invoice is in New or Rejected status. You can use this window to change the Invoice Unit Cost, detail-level charges, and the Other Description of the invoice line. You can also review additional information about the invoice detail line, including the retailer’s item number, description, and sales order number. Browse Invoice Detail if the invoice is not in New or Rejected status. You can use this window to review additional information about the invoice line.
Delete	Click the Delete icon ( to delete the invoice detail line from the invoice. This option is available only if the invoice is in New or Rejected status. Only line on the invoice? If you delete the only line on the invoice, the invoice itself is deleted.
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.
History tab This tab displays an entry for each activity that occurs related to the invoice.
Action Type	Possible action types: Created = You created the invoice through the Purchase Order Shipping screen, the Invoice Creation screen, or the Invoice Upload screen. Maintained = You clicked Save at the Invoice screen. Submitted = You submitted the invoice to the retailer. Approved = The retailer approved an out-of-balance invoice, or the invoice was approved automatically because it was not out-of-balance. Rejected = The retailer rejected an out-of-balance invoice. Posted = The invoice was posted to the retailer’s system. 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, above, for a listing of possible statuses.
Date / Time	The date and time when the action occurred. The date and time might not be your local date and time, if the retailer uses a server in a different time zone. For example, if your store location is on Eastern Standard time, and the retailer uses a server that is on Pacific time, the date and time displayed might be earlier than the current time in your location. 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 submit it 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 (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 the retailer’s note when rejecting the invoice (Action Type = Rejected) Retailer Approved - explanation, where explanation is the retailer’s note when approving the invoice (Action Type = Approved)