Invoice Detail Report

Purpose: Use the Invoice Detail Report to review a list of invoices and the lines they include. The report lists invoices by status within a specified range of dates.

Used for the Supplier Direct Fulfillment module.

For more information: For background on the information on this report, see the Invoice screen.

Selection options: Optionally, you can restrict the invoices listed on the report by:

• vendor
• current invoice status

How to generate this report: Available if Use Vendor Portal is selected at the Tenant screen. At the Run Reports screen:

1. Click the plus sign next to the Drop Ship folder in the left-hand navigation pane.
2. Highlight the Invoice Detail Report. The center of the screen displays the related Report Options.

3. Select:

   • Organization: The organization to include on the report. Defaults from the organization associated with the Default Shipping System from your user profile, but you can override this default. The Data Formats defined for the organization are used on the report.

   • Vendor: Optionally, select a single vendor to have the report include only lines on purchase orders that are assigned to that vendor. Otherwise, leave this field blank to include all eligible invoices regardless of vendor.

   • Invoice Status: Optionally, select an invoice status to have the report include only invoices that are currently in the selected status. Otherwise, leave this field blank to include all eligible invoices regardless of status.

   • Date range: Select either:

     • Rolling Dates: Select one of the date ranges available from this field to include invoices whose invoice dates, as specified by the vendor, are during this range of dates. See Rolling Dates for more information on rolling date options); or,

     • From and To dates: Enter or select the first and last invoice dates to include invoices whose invoice dates, as specified by the vendor, are during this range of dates. The From and To dates can be the same, and can be the current date.

4. Export to PDF: Select this option to generate a PDF version of the report that you can review in a PDF viewer.

5. Export to Excel: Select this option to generate the report in .XLSX format, which you can open in a spreadsheet application.

   Note:

   You must select either Export to PDF or Export to Excel, or both.

6. Email List: Optionally, enter one or more valid email addresses, separated by semicolons (;), to receive the report.

   Note:

   If you select both Export to PDF and Export to Excel, each email recipient receives two separate emails, each with a version of the report attached.

7. Click Run Report.

For more information: See Viewing generated reports.

Language and formats: The language, date, time, and number formats on the report are from the Data Formats defined for the organization.

Truncated data? If the data in any column exceeds the allotted width, it is truncated. For example, if the description of the invoice exceeds the allotted width of that column, any additional characters beyond that width are omitted. The specific number of characters that fit in each column varies because different characters have different widths: for example, a W is wider than an I.

Contents:

• Organization Name and report title

• Report Criteria heading: Each of the selection options entered at the Run Reports screen or the Schedule Report window is indicated here. The report lists All for each option that you did not select as a restriction.

  • Vendor

  • Invoice Status

  • Date Range: The range of dates entered at the Run Reports screen, or calculated based on the Rolling Dates selection at the Run Reports screen or the Schedule Report window

• Report results: The results are sorted alphabetically by vendor name and status, and alphanumerically by invoice number, and include:

  • The name of the vendor that has invoices included on the report.

  • The invoice status

  There is a page break and subtotal for each vendor/status combination.

• For each invoice included on the report:

  • Invoice No: The invoice number specified by the vendor.

  • Invoice Date: The date specified by the vendor when creating the invoice. The current date defaults when the vendor creates an invoice at a Vendor Portal screen, but the vendor can override it.

  • Description: This column can display:

    • Description: The description of the invoice, if any, entered by the vendor. This description is on the top line for the invoice, on the same line as the invoice totals (including total Merch Amount, Freight Amount, Handling Amount, Other Amount, and Total Amount for the invoice) and Gross Due Date. Each of these additional fields is described below. If the vendor did not enter a description, this field is blank, and the invoice totals are to the right.

    • Header Level Charges: This text indicates that the line displays the header-level charges, if any, for the invoice. The vendor can specify header-level charges, detail-level charges, or both. Possible charges are Freight Amount, Handling Amount, and Other Amount. The total of these three header-level charge amounts is displayed as the Total Amount on the Header Level Charges line. Amounts of 0.00 are listed if the vendor did not enter any of the header-level charges.

    • Purchase Order and Line #: The purchase order number and purchase order line number that have a shipment included in the invoice. Each shipment on the invoice is listed separately, even if shipments are for the same purchase order and line number.

  • Merch Amount:

    • For the invoice header (same line as the invoice Description, if any): the total extended cost of all invoice detail lines, calculated using the current invoice unit costs.

    • For Header Level Charges: blank.

    • For invoice detail lines: the total extended cost of the line, calculated using the current invoice unit cost and the invoice quantity. The invoice quantity is based on the shipment quantity and may not include the entire purchase order line quantity.

  • Freight Amount:

    • For the invoice header (same line as the invoice Description, if any): the total of header-level and detail freight charges, if any.

    • For Header Level Charges: the header-level freight charge, if any.

    • or invoice detail lines: the detail-level freight charge, if any.

  • Handling Amount:

    • For the invoice header (same line as the invoice Description, if any): the total of header-level and detail handling charges, if any.

    • For Header Level Charges: the header-level handling charge, if any.

    • For invoice detail lines: the detail-level handling charge, if any.

  • Other Amount:

    • For the invoice header (same line as the invoice Description, if any): the total of header-level and detail “other” charges, if any.

    • For Header Level Charges: the header-level “other” charge, if any.

    • For invoice detail lines: the detail-level “other” charge, if any.

  • Total Amount:

    • For the invoice header (same line as the invoice Description, if any): the total of merchandise and all charges.

    • For Header Level Charges: the total header-level charges, if any.

    • For invoice detail lines: the total detail-level merchandise and charges.

  • Gross Due Date: The Invoice Date plus the Gross Days specified for the invoice.
• Totals: The total merchandise, freight, handling, other, and total amount for the vendor and invoice status.

• Grand Totals: The total merchandise, freight, handling, other, and total amount for all vendors and invoice statuses included in the report.

The footer on each page of the report lists:

• the date and time when the report was generated, in MM/DD/YYYY HH:MM AM format
• the current page number and total number of pages (for example, Page 1 of 6)

The Data Formats defined for the organization control the formatting of the report.