Vendor Concepts

The typical DDMS dealer, beginning EDI with their first vendor needs no additional hardware investment and only a minimum of training.

 

First, you receive and process invoices. How you receive and process invoices depends on which vendor you are using. However, for most vendors receiving and processing invoices is done through the (SG) EDI Communications screen.

 

Invoices are reconciled and posted through the (QR) Accounts Payable Reports screen, using the [I] Post Electronic Invoices function. Your expected price is compared to the vendor's charge to determine whether there are any significant differences. The electronic invoices are reconciled with the P/O and if there are no exceptions, they are posted to accounts payable. Any invoices that don't match up when posting are called exceptions. Only invoices with exceptions need to be set aside and handled as exceptions.

 

You can print the Electronic Invoice Exceptions report through the (S) Purchase Order Selectors screen before going to the Accounts Payable window to process exceptions. The (S) screen also lets you print the Electronic Invoice Detail report, which is an optional report.

Note: Before printing these reports, you must catalog them in the (LS) P/O Standard Reports screen.

Printing batch reports in the (QR) screen

After the batches have been printed, you can release them. Remember that releasing batches deletes invoices that are posted from the receive invoices file. Also remember all reports must be run before batches are released. Reports can be run anytime before releasing batches.

 

The Vendor Electronic Invoice Parameters dialog box is checked when posting for any variances. Variances are overages and underages that may be encountered on the invoices that are being posted. You must also set parameters in the (LF) Purchase Order Parameters, the (LF2) P/O Journals Parameters, the (L6W) EDI Parameters, and the (SGA) Trading Partner Parameters screens.

 

Finally, purge any unwanted received invoices and credits that cannot be posted. Credits are not posted automatically. To view credits, print the Electronic Invoice Detail report. After printing the credits, you can post them manually. Purging is done through the (SG) screen using the [G] Purge Records function.

 

When you finish posting invoices, you can print the Electronic Invoice Posted report through the (S) screen. The Electronic Invoices Posted report, which is another optional report, is a summary of all invoices posted.

Note: Before printing this report, you must catalog it in the (LS) P/O Standard Reports screen.

For more information, see Vendor Electronic Invoicing Flow Chart.

 

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Vendor Electronic Invoicing Concepts