This feature allows you to start receiving electronic invoices (EDI) from your vendors: you’ll never miss an invoice and see more accurate data at no extra cost! This article offers an overview and a list of common questions.
Article Contents
- Key Things to Know
- Which vendors are supported?
- Common Questions
- Seeing Your Digital Invoices in MarginEdge
Key Things to Know
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It's a CSV file, not an invoice image. These invoices show up as a CSV file, NOT as an image. You will have all the necessary data for your exporting and reporting, to have an invoice image availble in MarginEdge, you must upload one yourself.
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You choose your EDI mode. There are two ways to play ball here, and your choice dictates which source we prioritize: "IMAGE-first" mode and "EDI-first" mode. This article summarizes your options. We will default to "IMAGE-first" if you don't specify a choice.
- You must submit a request in order to receive Digital Invoices because our team must work directly with your vendor. How do you do that? Please see this article to understand the steps for each vendor.
Which vendors are supported?
At this time, we only support vendors based in the US, with the exception of Gordon Food Service and Sysco.
- Adams-Burch
- Baldor Specialty Foods
- Ben E Keith
- Capital Seaboard
- Chef’s Warehouse
- Cheney Brothers
- Coastal Sunbelt Produce
- Congressional Seafood
- Freedom Fresh
- Freshpoint
- Fresh Concepts
- Gordon Food Service (US and Canada)
- Harbor Food Service
- Hillcrest Foods
- Imperial Dade
- Keany Produce
- Liberty Fruit
- Local Foods Florida (localfoodsfl.com)
- Lyon Bakery
- Performance Food Service
- Profish
- Reinhart Food Service
- Shamrock Foods
- Sysco (US and Canada)
- US Foods
- Limited support for Fintech.*
Common Questions
Is there a risk of duplicate invoices?
No, if we receive the image and digital invoice, our software will automatically match them. You don’t have to worry about us processing them twice.
Do I still need to upload invoice images?
If you want a record of the invoice image, Yes. The electronic invoice comes as data that is processed and saved as a CSV file on your invoice. When you click to view the invoice image, you will only see a CSV file attached.
If you are using IMAGE-first mode, Yes. This mode must have your invoice images to process and your credits will only be recorded from your hand-written adjustments.
If you are using EDI-first mode, no, an image is not required to process the invoice. You may still upload one for record keeping, but any handwritten adjustments will be ignored.
Please see this article for additional information about the two modes.
Will you still process handwritten invoice adjustments?
If you are using IMAGE-first mode, Yes. This mode allows you to continue receiving this great feature to help ensure you have signed invoices and the documentation to collect all necessary credits.
If you are using EDI-first mode, No. You can still upload an invoice image for record keeping, but the handwritten adjustments will not reflect on your invoice total, any reporting, exporting or Bill Payments.
When will MarginEdge start receiving electronic invoices from my vendor?
Once our team initiates the request, we encourage the vendor to turn it on ASAP. We have seen response rates range from a few days to a few weeks. Note, US Foods typically takes at least 4-6 weeks. Please see this article for information about how to submit your request to our team and typical response rates: Request Your Digital (EDI) Invoices
Does this have anything to do with any electronic transferring of funds?
Absolutely not!!! Fear not, no permission is given to allow anything of the sort.
Your Digital Invoices in MarginEdge
How do I see an EDI Invoice?
Your invoice data in MarginEdge should look the same regardless of whether the source was a digital invoice or an Image. The EDI data, however, does not come over as an image but as a CSV file. If you want to see the original EDI data, the square icon that shows up in the photos window on an invoice generally indicates there is a CSV file attached containing your invoice data. You can click through and download the CSV file to view the data directly.
How do I know if my EDI invoice still needs an image?
When you are in Image-first mode, we will not process the EDI data without an invoice image. So if we have received the digital invoice, but not your image, it will show "Needs Attention". You will need to upload the invoice image in order to have this invoice processed, or choose to override it.
Needs Attention Invoice Status
When you look at your orders, one filter option you have is "Action Required". This will quickly pull up any invoice that is waiting for its invoice image in order to process.
To upload an image, you can click on the order and click "Add Photo" or you can click "Process Invoice" if you don't have any hand-written adjustments and don't need the image.
Weekly Snapshot Accounting Email
In IMAGE-first mode, if we received EDI data for an invoice but did not receive the image from you, you will see this flagged in your Weekly Snapshot email. You have the choice to click through and manually approve the invoice to be processed using just the the EDI data, or from there you can attach an image. If you do not approve this EDI-only invoice, it will automatically delete after 28 days and you will not have that invoice processed in your unit.