Invoice

Purpose: Use the Invoice screen to review an invoice, and to approve or reject a Held invoice.

When is an invoice held? Order Orchestration 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 Orchestration 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.

Approve or reject an invoice:

• Click Approve to open the Approve Invoice window if you do not require the vendor to edit the invoice before it is eligible to post to your system.

• Click Reject to open the Reject Invoice window if the vendor needs to edit the invoice before it is eligible to post to your system.

  Note:

  Only users with Invoice Inquiry and Invoice Maintenance authority can advance to these windows. See Roles for more information.

Email notification: When a vendor submits an invoice that includes an out-of-balance line, Order Orchestration 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.

How to display: Select Display for an invoice at the Invoice Inquiry screen.

Note:

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

• 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.

Fields at this screen

Fields	Description
Invoice Information	Unlabeled area at the top of the screen.
Invoice Number	The invoice number specified by the vendor when creating the invoice.
Organization	The name or description of the organization associated with the invoice. See organization.
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 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 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.
Vendor	The name or description of the vendor assigned to fulfill the purchase order. Up to 40 positions. The vendor code follows in parentheses. Up to 10 positions. From the vendor_cd in the CreateDSOrder message.
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 the vendor specified for the invoice. Format is based on the locale selected through the Users screen.
Invoice Description	The description the vendor entered for the invoice. Informational only.
Other Description	A description of the additional charges on the invoice. Informational only.
Freight	The total freight amount at the header level of the invoice.
Handling	The total handling charge amount at the header level of the invoice.
Other Charge	The total “other” charge amount at the header level of the invoice.
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 window, 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 window, 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 window, available by clicking the Display icon () at the Detail tab.
Header tab: Payment Terms fields	Use these fields to review the payment terms, if any, the vendor has specified for the invoice. Note: The Vendor Portal does not validate the payment terms fields. For example, it does not confirm that the vendor enters a Discount Percent if specifying a Discount Days Due.
Discount Percent	The percentage discount to apply when paying the invoice within the Discount Days Due. Can include a 2-position decimal.
Discount Days Due	The maximum number of days in which to pay the invoice in order to qualify for the Discount Percent. Up to 3 positions.
Gross Days	The number of days in which payment is due for the invoice. Up to 3 positions.
Detail tab	This tab displays information about the line(s) the vendor is billing on the invoice, and includes options to display 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 the vendor ships 3 units of item ABC123 separately for purchase order 456, all 3 shipments can be included 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. Note: If the vendor uploaded the invoice and consolidated multiple shipments for a PO line into a single DETAIL record with full shipped qty, then there is not a unique invoice_line_no for each shipment of the PO detail line.
PO Number	The number or code identifying the purchase order in the originating system. Case: If the originating system includes any lowercase letters in the purchase order number, Order Orchestration converts them to uppercase when creating the purchase order.
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. Format is based on the locale selected through the Users screen.
Invoice Qty	The total quantity included in the shipment and being billed on this invoice. Each shipment creates a separate invoice detail line, even if it is for the same purchase order detail line.
PO Unit Cost	The original unit cost from the purchase order.
Invoice Unit Cost	The unit cost the vendor is billing for the shipment. Multiplied by the Invoice Qty. If the cost entered by the vendor exceeds or falls short of the original PO Unit Cost by more than the Unit Cost Threshold, the invoice detail line is out-of-balance: for example, you set a threshold of 10%, and the vendor changed the unit price by 15%. The invoice remains in Held status until you either approve or reject it.
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.
Display	Click the Display icon () to advance to the Browse Invoice Detail window to review additional information about the invoice line.
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 = The vendor created the invoice. Maintained = The vendor maintained the invoice. Submitted = The vendor submitted the invoice. Approved = You approved an out-of-balance invoice, or it was approved automatically because it was not out-of-balance. Rejected = You rejected an out-of-balance invoice. Posted = The invoice posted to the originating system through the getDSInvoices messages. 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. Format is based on the locale selected through the Users screen. 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 submitted 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 (the vendor 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 your note when rejecting the invoice (Action Type = Rejected) Retailer Approved - explanation, where explanation is your note when approving the invoice at the Approve Invoice window (Action Type = Approved)

Browse Invoice Detail

Purpose: Use the Browse Invoice Detail window to review information about a detail line on an invoice.

How to display: Select the icon () in the Display column at the Detail tab of the Invoice screen.

Note:

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

Fields at this window

Field	Description
PO Number	The number or code identifying the purchase order in the originating system. Case: If the originating system includes any lowercase letters in the purchase order number, Order Orchestration converts them to uppercase when creating the purchase order.
Order Number	The number or code identifying the sales order in the originating system.
PO Line #	The original purchase order line number for the shipment.
Item #	The code or number identifying the item. The description of the item follows, separated by a hyphen (-).
Vendor Item #	The vendor’s item number or code. The vendor’s description of the item follows, separated by a hyphen (-).
Shipped Date	The date when the shipment occurred, or the shipment date indicated by the vendor, if different. Format is based on the settings at the Users screen.
Invoice Qty	The total quantity included in a shipment and being billed on this invoice.
PO Unit Cost	The original unit cost from the purchase order.
Invoice Unit Cost	The unit cost the vendor is billing for the shipment. Multiplied by the Invoice Qty. Different unit cost? If the vendor specifies an invoice unit cost that exceeds or falls short of the original PO Unit Cost by more than the Unit Cost Threshold you have specified for the vendor, the invoice detail line is out-of-balance. For example, if you set the threshold at 10%, and the vendor changes the invoice unit cost (higher or lower) by more than 10%, the invoice detail line is out-of-balance. Held invoice? When the vendor submits an invoice that includes any out-of-balance lines, the invoice goes into Held status, and you need to either approve or reject the invoice. If you accept the invoice, it posts to the originating system. If you reject the invoice, the vendor can edit the invoice, including the Invoice Unit Cost, again, and resubmit the invoice; or the vendor can delete the invoice. Email notification to vendor: The vendor receives an email notification when you accept or reject an out-of-balance invoice if indicated by the Invoice Balance Notification setting at the Email folder of the Preferences tab of the New Vendor or Edit Vendor screen.
Extended Invoice Cost	The current Invoice Unit Cost * the Invoice Qty.
Freight	The total freight charge for this invoice detail line.
Handling	The total handling charge for this invoice detail line.
Other Charges	The total “other” charge for this invoice detail line.
Other Description	A message about the invoice detail line. Informational only.
Last Update	The last date and time when the vendor updated the invoice detail line. Not updated when you accept or reject an invoice. Format is based on the settings through the Users screen.

Approve Invoice

Purpose: Use this window to confirm approval of an out-of-balance invoice.

How to display: Click Approve at the Invoice screen when you are reviewing an invoice that is in Held status because it is out-of-balance.

Note:

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

Completing this window:

• Enter the reason for approving the invoice. This information is displayed to the vendor under invoice history in the Vendor Portal.

• Click Save to approve the invoice; otherwise, click Cancel to leave the invoice in Held status.

Updates: When you approve a held invoice:

• The invoice status changes to Approved, and then changes to Posted as soon as Order Orchestration receives the getDSInvoices request message from the originating system and includes the invoice in the getDSInvoices response message. This activity is tracked in invoice history; see the History tab of the Invoice screen.

• If indicated by your Invoice Balance Notification settings for the vendor at the Email folder of the Preferences tab on the New Vendor or Edit Vendor screen, Order Orchestration sends an email notification to the vendor that the invoice was approved. See the Out-of-balance invoices approved or rejected notification email to vendor for a sample.

Fields at this window

Field	Description
Invoice Number	The number or code assigned by the vendor to identify the invoice.
# of PO lines	The total number of shipments included in the invoice. An invoice can include multiple shipments for the same purchase order line, and can include lines from multiple purchase orders.
Reason	The reason for approving the invoice. This information is displayed to the vendor under invoice history in the Vendor Portal. Required.

Reject Invoice

Purpose: Use this window to confirm rejection of an out-of-balance invoice.

How to display: You can display this window by clicking Reject at the Invoice screen when you are reviewing an invoice in Held status because it is out-of-balance.

Note:

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

Completing this window:

• Enter the reason for rejecting the invoice. This information is displayed to the vendor under invoice history in the Vendor Portal.

• Click Save to reject the invoice; otherwise, click Cancel to leave the invoice in Held status.

Updates: When you reject a held invoice:

• The invoice status changes to Rejected. This activity is tracked in invoice history; see the History tab of the Invoice screen.

• If indicated by your Invoice Balance Notification settings for the vendor at the Email folder of the Preferences tab on the New Vendor or Edit Vendor screen, Order Orchestration sends an email notification to the vendor that the invoice was rejected. See the Out-of-balance invoices approved or rejected notification email to vendor for a sample.

The vendor can edit a rejected invoice and resubmit it, or the vendor can delete the invoice.

Fields at this window

Field	Description
Invoice Number	The number or code assigned by the vendor to identify the invoice.
# of PO lines	The total number of shipments included in the invoice. An invoice can include multiple shipments for the same purchase order line, and can include lines from multiple purchase orders.
Reason	The reason for rejecting the invoice. This information is displayed to the vendor under invoice history in the Vendor Portal. Required.