Invoice Inquiry

Purpose: Use the Invoice Inquiry screen to select invoices for review or maintenance. You can also use this screen to delete an invoice if its status is New or Rejected.

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

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: The enterable fields at the top of this screen are not case-sensitive for searching; for example, an entry of A or a matches an item number of A12345.
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 New or Rejected status, you can also use the Invoice screen to update the invoice and save the changes or submit the invoice to the retailer.
delete an invoice	Click the delete icon () next to an invoice to delete it. Invoices are eligible to be deleted only if they are in New or Rejected status and if you have the required authority. When you delete an invoice: the purchase order lines on the deleted invoice are eligible to be included in a new invoice the invoice number is eligible to be assigned to a new invoice the invoice is no longer displayed on any screens, including the Invoices tab on the Purchase Order 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. Case: The enterable fields at the top of this screen are not case-sensitive for searching; for example, an entry of A or a matches an item number of A12345.
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 the retailer, but has not yet posted to the retailer’s system. Held = You have submitted the invoice to the retailer, and 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, or you 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 you specified when creating the invoice. The current date defaults, but you can override this default when you use the Invoice Creation screen or Invoice Upload screen to create an invoice, or the Invoice screen to change an 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
Invoice Number	The invoice number you 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 you specified for the invoice.
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 New or Rejected status, you can also use the Invoice screen to update the invoice and save the changes or submit the invoice to the retailer.
Delete	Click the delete icon () next to an invoice to delete it. Invoices are eligible to be deleted only if they are in New or Rejected status and if you have the required authority. When you delete an invoice: the purchase order lines on the deleted invoice are eligible to be included in a new invoice the invoice number is eligible to be assigned to a new invoice the invoice is no longer displayed at the Invoices tab on the Purchase Order screen