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 frequently asked questions.
Key Things to Know
- These invoices are sent to us a big chunk of data that gets processed as a CSV file, NOT as an image. While we have the data for your exporting and reporting, to have an invoice image saved in MarginEdge, you must upload one yourself.
- There are two ways to play ball with your vendors' digital invoices - a "Trust your Manager" mode and a "Trust your Vendor" mode. This article summarizes your options. Please read carefully and let us know which is best for your team.
- You must submit a request to receive Digital Invoices and a [me] staff member will work directly with your vendor. Once you know which mode you would like to use, please see this article to help us expedite the process.
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
- Jake's Finer Foods
- Keany Produce
- Liberty Fruit
- Lyon Bakery
- Performance Food Service
- Profish
- Reinhart Food Service
- Sysco (US and Canada)
- US Foods
- Limited support for Fintech.*
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 Trust your Manager 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 Trust the Vendor 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 Trust your Manager 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 Trust your Vendor 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.
Image Pending Invoice Status
When you look at your orders, you may see a new type of Status called "Image Pending".
In Trust your Manager 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 say “Image Pending”. You will need to upload the invoice image in order to have this invoice processed.
Weekly Snapshot Accounting Email
In Trust your Manager 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.