To view or edit a Supplier EDI invoice either enter the vendor code and invoice number (if known) or click on the Find Invoice button and choose to look in either Unprocessed or Processed EDI Invoices and then select the required Supplier EDI Invoice to view/edit.

A list of items can be found showing the details from the suppliers invoice along side the matching details in your system. It shows qty/uom/price on the suppliers side, and then qty/uom/price for your purchase order (where applicable) and qty/uom/price that will be receipted into stock.

Double clicking on a line item will allow users to edit some details. For example if the line hasn’t linked to a purchase order line and it should have, users can edit these details. If an invoice doesn’t have a purchase order or users needs to amend the product code, this can also be done. If there is a difference in your UOM, and the suppliers, and the conversion factor in your system for the product/supplier in question is incorrect, users can use the Receipt CVF field to enter a conversion factor.

Dealing with UOM differences

The example below shows where a supplier sells in a box and you sell as an each and there is no conversion factor in your system for this supplier / product. users would receive a warning about the price being a major problem and that they may need to enter a conversion factor.

Example UOM warning: ‘The price charged on line 001 is 500.00% different to the cost price for this vendor for this product (multiplied by the receipt conversion factor) which could indicate a UOM difference between the invoice and the supplier's setup for this product. Please investigate.'

You would need to enter 6 to fix the To Be Receipted qty/cost, and get rid of the warning.

When all necessary changes have been made click Save Changes to close the Line Details screen and continue to the next line if required or click Save Changes again to save all changes made to the Supplier EDI Invoice.

Errors – the following problems will trigger an error that must be fixed to import in the EDI Invoice.

•The EDI Invoice cannot be matched to a vendor code – use the ‘Change Vendor Code’ button to select the correct vendor

•Line xxx is linked to a purchase order/line but the purchase order line is no longer on file – investigate, might be a duplicate invoice. If not, remove the P/O and line number and let it receipt without a P/O

•Line xxx is linked to purchase order/line xxxxxx/xxxx which is for product code xxxxxx but the product code on the invoice line is xxxxxx - Investigate and either change the product code or update the purchase order.

•Line xxxx is not linked to a product code – link it to a purchase order/line or a product code.

Warnings – the following problems will trigger a warning that should be considered before importing the EDI invoice.

•This EDI Invoice could not be matched to a purchase order – match it to a purchase order if required, or leave if you want to receipt the stock without a PO.

•The price charged on line xxxx is xx.xx% different to the price on the purchase order (multiplied by the receipt conversion factor) which could indicate a UOM difference between the invoice and the purchase order – will appear when the cost price on the purchase order and the price on the supplier invoice is more than 40% different either up or down. If this is a legitimate price difference, you don’t have to do anything, however if it is due to a UOM difference, you’ll need to enter a Receipt CVF on the line item to ensure you receipt the correct qty and cost.

•The price charged on line xxxx is xx.xx% different to the cost price for this vendor for this product (multiplied by the receipt conversion factor) which could indicate a UOM difference between the invoice and the supplier's setup for this product – same as above, but for line items that aren’t linked to a purchase order it compares the future cost to the cost on the supplier invoice, taking into account the suppliers conversion factor (if set up on the product). Again, if this is a legitimate price difference, you don’t have to do anything, however if it is due to a UOM difference, you’ll need to enter a Receipt CVF on the line item to ensure you receipt the correct qty and cost.

•The SKU on on line xxxx does not match the SKU for our product code. The product may have been substituted – Check you are happy for the substitute to be receipted into the P/C on your P/O, or amend your purchase order to the new product code (and also any sales orders linked to purchase orders for direct deliveries and EBIs).

•Line xxxx is not matched to a purchase order line, but has been matched to a product code. The product may have been substituted. Please check the line item and match to a purchase order line if required – match to the correct PO line or as above, amend your P/O line to have the correct product code.