Please download the step by step user guide (PDF attachment) at the end of this article.
What is changing?
Beginning the end of this week (9/16-9/18) all PO’s closed on or after 7/1/2015 will be auto invoiced through our new invoicing system. This will eliminate the manual process of our 3PL 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.
Ask: Please do not manually invoice for any POs from after 7/1/2015 through CI.
How does it work?
Up through the receiving stage, there are no process changes. The changes start after the PO has been received in full or closed out. Once the receiver has been closed, an invoice will be auto generated and submitted through the system. Vendors will receive an email from firstname.lastname@example.org, notifying them that their invoice has been generated. The invoice can be viewed by following the link in the email or by finding the PO under the Waiting to Be Paid status from the Purchase Orders tab.
What invoice number will be used?
We will be creating the invoice and with that will come a generated invoice number. Any invoice can be viewed by searching the PO number in either the Waiting to be paid or paid sections of the Purchase Orders tab.
Future enhancements will allow for you to insert your own invoice number.
What needs to happen with any open invoices prior to 7/1/2015?
Any PO that was closed prior to 7/1/2015 would need to be invoiced by uploading a copy of your paper invoice in the Ready To Invoice tab.
What is the process to dispute shortages or received quantities?
When you receive the email indicating your invoice is available, please review your invoice for any discrepancies. If you see any discrepancies, your 60 day dispute window will begin from your invoice date. Please email any disputes to your Compliance Partner, per normal process.
How are my payment terms calculated?
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