If you received an invoice that has missing items, we can still process it and we will take into account any handwritten adjustments on it. Many restaurants have their own guidelines on this, but here are our preferences:
1. Cross out the "Qty Shipped" amount and next to it write the correct quantity received. You can make a clear handwritten note on the invoice to explain the issue (for example, write "return", or "short", etc.) and you can circle the item for further emphasis, but it isn't required.
2. We also suggest putting a line through the final total as an additional indicator to us that something has been changed.
Example:
Easy enough, right? We'll take care of the heavy lifting (you know, the math!) to make sure the total is correct.
Default Settings
As the default, we will process the return and adjust the total to the invoice so that it reflects the new, corrected total. We refer to this as "Combined" and it can be found under your Vendor Settings.
Combined (Default)
- The uploaded invoice will appear as one invoice in MarginEdge.
- The information entered will be from the vendor invoice and take into account any handwritten adjustments on the invoice.
Adjusting your Vendor Settings
MarginEdge also gives you other options for how you would like to account for handwritten credits and adjustments. The setup is influenced by whether you receive EDI invoices from the vendor or not. If you have EDI enabled, your credit settings will be locked to the EDI settings you choose.
If you do not have EDI enabled, you can change these settings at any time, and can also choose a setting for all vendors at once. 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. (Remember, 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 take 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.