Invoice Inquiry

Purpose: Use the Invoice Inquiry screen to select invoices for review. You can also use this screen to select Held invoices so you can approve or reject them.

When is an invoice held? Order Broker holds an invoice if the invoice unit cost on one or more invoice detail lines exceeds or falls below the PO unit cost by more than the Unit Cost Threshold you have specified for the vendor. For example, if you set the Unit Cost Threshold to 10%, Order Broker holds the invoice if any invoice detail line’s cost is more than 10% higher or lower than the original PO unit cost. These lines are considered out-of-balance.

When you advance to this screen, it displays a message indicating how many held invoices waiting for review, for example: There are 3 held invoices awaiting review.

Email notification: When a vendor submits an invoice that includes an out-of-balance line, Order Broker generates a notification to the Invoice Balance Notification email address specified at the Email tab of the Drop Ship Preferences screen if the Invoice Balance Notification flag is selected. See the Out-of-balance invoice notification email to retailer for a sample.

Held invoices message: When you first advance to this screen, a message indicates the number of held invoices waiting for your review.

Resending invoices to the order management system: If the order management system did not receive and create the invoices, you can resend one or more invoices by setting the posted_date in the vendor_invoice table to NULL. Order Broker then includes these invoices in the GetDSInvoicesResponse message the next time it receives the request from the order management system.

How to display: Select Invoice Inquiry from the Home Screen or the Orders drop-down menu.

Note:

Available if Use Vendor Portal is selected at the Tenant screen. Only users with Invoice Inquiry authority can display this screen. See the Role Wizard for more information.

Options at this screen

Option	Procedure
search for invoices	When you first advance to this screen, no invoices are displayed. To search, complete any of the Search fields and click Search. Case? All the enterable fields on this screen are case-insensitive for searching; for example, an entry of `a` or `A` matches an invoice number of `ABC123`.
select an invoice for review or maintenance	Click the edit/display icon () next to an invoice to advance to the Invoice screen, where you can review the information on the invoice. If the invoice is in Held status, you can also use the Invoice screen to accept or reject the invoice.

Option

Procedure

search for invoices

When you first advance to this screen, no invoices are displayed. To search, complete any of the Search fields and click Search.

Case? All the enterable fields on this screen are case-insensitive for searching; for example, an entry of a or A matches an invoice number of ABC123.

select an invoice for review or maintenance

Click the edit/display icon () next to an invoice to advance to the Invoice screen, where you can review the information on the invoice. If the invoice is in Held status, you can also use the Invoice screen to accept or reject the invoice.

Fields at this screen

Fields	Description
Search fields You can use any of the search fields, alone or in combination, to restrict the invoices displayed in the Search Results fields.
Organization	See organization. Defaults from the organization associated with the Default Shipping System from your user profile, but you can override this default.
Vendor	Optionally, select a vendor associated with your organization from the drop-down list to display purchase orders assigned to that vendor. The name or description of the vendor is displayed. See Vendors for background.
Invoice Status	Optionally, select a status from the drop-down list and click Search to display invoices in that status, or leave this field blank to display invoices regardless of status. Possible statuses are: Approved = The invoice was approved, either automatically or by you, but has not yet posted to the originating system. Held = The vendor has submitted the invoice, and the invoice includes at least one line that is out-of-balance because the vendor changed the unit price by more than the Unit Cost Threshold: for example, you set a threshold of 10%, and the vendor changed the unit price by 15%. The invoice remains in Held status until the you either approve or reject it. New = The vendor selected the Update and Save for Changes option when creating the invoice, and has not yet submitted the invoice to you for posting. Posted = The invoice has been posted to the originating system, such as Order Management System or CWDirect, for payment processing. Rejected = The vendor submitted an invoice that includes an out-of-balance line, and you rejected it. The vendor can change the invoice so that it no longer contains an out-of-balance line, or can delete the invoice.
Invoice Date	Optionally, select a date from the calendar control and click Search to display invoices with this date, or leave this field blank to display invoices regardless of date. This is the date the vendor specified when creating the invoice.
Invoice Number	Optionally, enter a full or partial invoice number and click Search to display invoices whose invoice number starts with or matches your entry. Not case-sensitive for searching; an entry of `A` or `a` matches an invoice number of `A12345`.
PO Number	Optionally, enter a full or partial purchase order number and click Search to display invoices that include any purchase orders whose numbers start with or match your entry. Not case-sensitive for searching; an entry of `A` or `a` matches a purchase order number of `A12345`.
Order Number	Optionally, enter a full or partial number or code identifying the sales order in the originating system and click Search to display invoices that include purchase orders for sales orders whose order numbers start with or match your entry. Not case-sensitive for searching; an entry of `A` or `a` matches an order number of `A12345`.
Search Results fields
Vendor	The name or description of the vendor. See Vendors for background.
Invoice Number	The invoice number the vendor specified when creating the invoice.
Invoice Amount	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
Invoice Date	The date the vendor specified for the invoice. Format is based on the settings at the User Profile Configuration screen.
Invoice Status	The current status of the invoice. See the Invoice Status, above, for descriptions of possible statuses.
Display	Click the edit/display icon () next to an invoice to advance to the Invoice screen, where you can review the information on the invoice. If the invoice is in Held status, you can also use the Invoice screen to accept or reject the invoice.