Please download the step by step user guide (PDF attachment) at the end of this article.
Drop Ship Auto Invoicing
What is changing?
Starting on 10/6/2015 all orders shipped will be auto invoiced through our new invoicing system. This will eliminate the manual process of our Drop Ship vendors uploading a copy of a paper invoice through Commerce interface. This new process will allow for a more efficient and hands-off approach to vendor invoicing.
How does it work?
Up through the tracking upload stage, there are no process changes. As before, once you upload your tracking for open orders those orders will become available for invoicing. Instead of you needing to manually upload an invoice, DS Auto Invoicing will take care of that process for you. This will occur every Saturday for any orders shipped to date. You will receive an email notification from firstname.lastname@example.org , notifying you that an invoice has been generated. Progress can be tracked from the Ready to Invoice or Waiting for Payment tabs.
What invoice number will be used?
We will be creating the invoice and with that will come a generated invoice number. You will have the ability to reassign an invoice number to each invoice.
*Please see steps outlined in the training below for further instruction.
What needs to happen with any open invoices/units prior to the auto invoicing start date?
Any available units for invoicing prior to the start date will require a manual invoice upload. From the Ready to Invoice tab, you will be able to view: Units Shipped/Received, Units Invoiced Already, Unit to be Manually Invoiced, and Units to be Auto Invoiced. You will only need to submit an invoice against the Units to be Manually Invoiced.
What is the process when units sold don’t match units available to invoice?
Please notify your Account Manager as soon as possible with any invoicing issues.
How are my payment terms calculated?
Because shipments will be batched weekly into an invoice, payment terms will begin from the earliest date of tracking uploaded for that batch. For example, you upload tracking on Monday, Tuesday and Friday. Saturday your invoice will be generated with payment terms kicking off from Monday. You will see expected payment date on your invoice details, as well as, the payment terms that were agreed upon during contracting.
If I have issues on my payment, whom do I contact?
Any general questions regarding this process, please direct to your Account Manager. Issues regarding actual payments, please direct to goodsAP@groupon.com