EDI Invoices and Handwritten Adjustments

Note:  This article describes a feature that was recently released in our software.  

How will you handle handwritten adjustments on my invoices?

MarginEdge gives you a variety of options to set up your vendors so we can account for handwritten credits and adjustments. The setup depends on whether you receive EDI invoices from the vendor or not. You can change these settings at any time. All invoices will be processed according to your specifications once they are set, but changes in instructions will not change your invoices retroactively. 

You’ll specify instructions by setting up options for each of your vendors.

Go to your Vendor menu:

  • Select Vendor and click on the vendor you want to edit
  • Select the Edit icon to the right of the vendor name
  • Scroll down to the Invoice Configuration Menu.

Here, you will see two dropdown fields (these two fields are related):

  • Handwritten Vendor Credit Process
  • EDI Invoice Process 

Handwritten Vendor Credit Process

This dropdown specifies how you would like us to handle handwritten adjustments on your invoices. (Options here can only be edited if you do not receive EDI invoices for the vendor. If you do receive EDI invoices for the vendor, this field will be set automatically based on your EDI Invoice Processing selections.) 

For each vendor, select how you want us to process invoices with handwritten credits: 

Combined (Default)

  • The uploaded invoice will appear as one invoice in MarginEdge.
  • The information entered will be from the vendor invoice and taking into account any handwritten adjustments on the invoice.

Separate 

  • The uploaded invoice will appear as two invoices in MarginEdge.
  • The first invoice will be entered as it appears on the vendor invoice - NOT accounting for any handwritten adjustments.
  • The second invoice will have a negative value for the amount indicated by the handwriting on the invoice.

Skipped

  • The uploaded invoice will appear as one invoice in MarginEdge.
  • The information on the invoice will be entered as it appears on the vendor invoice - NOT accounting for any handwritten adjustments.

 EDI Invoice Processing

If you are not using EDI invoices for a vendor, you can leave the EDI Invoice Process option with its default setting: No EDI Processing.Screen_Shot_2019-10-09_at_4.32.31_PM.png

If you use EDI, you have several options for setup:

 Auto-Process EDI

  • To automatically process invoices through MarginEdge, select Auto-Process EDI.
  • You will be responsible for ensuring the vendor issues credits not present on the EDI invoice for any invoice adjustments.
  • If you select this option, your Handwritten Vendor Credit Process will automatically be locked to Skipped (see above).

Screen_Shot_2019-10-09_at_4.31.33_PM.png

Process EDI and Handwriting

  • EDI invoices and credits will be processed immediately.
  • Handwritten adjustments on invoices will be processed as vendor credits when the invoice image is received.
  • Handwritten adjustments will be used to verify the receipt of the corresponding EDI credit.
  • To avoid duplicate credits, handwritten credits will be skipped if a corresponding EDI credit is received.
  • If no invoice image is received, EDI credits will be automatically processed 21 days after the initial invoice is received.
  • Your Handwritten Vendor Credit Process will be automatically locked to Separate (see above), and your invoices and credits will appear as two different documents in MarginEdge.

Screen_Shot_2019-10-09_at_4.32.51_PM.png

Process EDI, Handwriting, and Wait for Image/Data

  • EDI invoices will not be processed until an invoice image is uploaded to MarginEdge. We will not process the invoice unless both the EDI invoice and invoice image have been received.
  • Handwritten adjustments on the invoice will not be processed until the corresponding credit memo is received.
  • Your Handwritten Vendor Credit Process will be automatically locked to Separate (see above), and your invoices and credits will appear as two different documents in MarginEdge.

Screen_Shot_2019-10-09_at_4.32.40_PM.png 

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