Invoice Management
(Merchandise Invoices)
The invoice management module provides visibility to the invoice status for the suppliers. It also allows online collaboration regarding specific invoices between the vendor, buyer, and A/P departments. This module works in multiple configurations:
I. Invoice Matching is done in ERP/ Financial systems.
Invoice Submission
Invoice is interfaced via EDI and matching done in financial or supply chain system.
Non-EDI vendors can create an invoice in vendor portal based on a receipt.
Vendor portal performs some preliminary validations to prevent vendors form making data-entry errors.
The submitted invoices are integrated to back-end ERP system.
Invoice Matching
Invoice Matching is done in a companies back-end ERP/Financial systems
The matched invoice is updated in Vendor Portal (via web services / ETL) so that vendor can see the matching results.
Invoice Payments
Invoice payments are always made in the companies AP system.
We expect the payment update from Companies system back to vendor portal so that we can display the payment status to the vendor in vendor portal.
II. Invoice Matching done in Vendor Portal.
Invoice Submission
Invoice is interfaced via EDI and matching done in financial or supply chain system.
Non-EDI vendors can create an invoice in vendor portal based on a reception and submits to back-end ERP/financials for matching.
Invoice Matching
Invoice matching is done by the retailer user in vendor portal.
Matched invoice is sent to the company’s financial system for payments.
Invoice Payments
Invoice payments are always made in the companies AP system.
We expect the payment update from Companies system back to vendor portal so that we can display the payment status to the vendor in vendor portal.
When implemented along with an ERP system, the invoice matching is typically done within the ERP. At this time the invoice module provides the vendors with status of the invoice (Submitted, in progress, Matched, Paid) as well as the payment status. This alleviates the workload for the A/P department who often must answer questions regarding invoice status to the vendors. The invoice display also provides details about the matching (what was invoiced, what was received / ordered and paid) which eliminates lot of back and forth between the vendors and buyers on the topic. For retailers with majority DSD operations and local item management, the invoice creation in vendor portal reduces workload for both buyers and A/P significantly.
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