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    FnB Live: Reconciling EDI Invoices

    The reconciliation process does not differ, however the screens and the functionality will do. The principle point to remember: The invoice always needs to be reconciled and overcharges/ shortages can be managed by a return to supplier.
     

    Reconciling a Quantity Difference

    Fig.5 shows an over charge of £25.20. This delivery now has to be reconciled against the invoice

    Fig 1 - Under/Over Charge Status
    • Once the invoice is in, the system will show any variances between the delivery and the invoice as per Fig 1.
     
    Fig.4 shows that on the first product there is a variance between the order/ delivery and the invoice quantity or value

    Fig 2 - Highlighted Delivery Variance
    • If there is a problem with a particular line the system will show the effected line highlighted in orange as per Fig 2.
     
    Fig.10 shows the invoice tab. Details of the delivery charge and invoice value are as below

    Fig 3 - Invoice Tab
    • To reconcile use the “Invoice” Tab on the delivery.
     
    Fig.11 shows Hollandaise Sauce has been invoiced for 1 unit more than received and the price of the Orecchhiette has gone up.

    Fig 4 - Invoice Detail
    • Fig 4 above shows the summary are the details of the product lines.
    • Hollandaise Sauce has been invoiced for 1 unit more than received and the price of the Orecchhiette has gone up.

     

    Price Difference

    • Modify the price or use the adjustment item to reconcile an over charge. 
    • Do this to match the value of the invoice. 
    • Use the invoice tab. 
    • Once the value of the overcharge has been reconciled the status will go from an over/ under charge, see Fig.5 to being reconciled.
    • Create a supplier return for any anticipated credit. 
    • Return the invoice adjustment to reconcile the price.
     

    Quantity Difference

    • Modify the delivery cost to match the invoiced quantity. 
    • Use the invoice tab to do this. 
    • Once the invoice has been reconciled the details of any over/ under charge will disappear. 
    • Create a supplier return for any anticipated credit. Return the invoice adjustment to reconcile the price.
     

    Completing a Delivery

     
    Fig.12 shows a reconciled invoice (see the invoice number and no details of over/ under charge next to status)
    Fig 5 - Reconciled Invoice
    • When the delivery has been received approve it into stock. Make sure that if the invoice has been received, that the reconciliation has been completed.
    • Select “Approve”.
     
    Fig.13 shows the ‘Mark for Export’ link

    Fig 6 - ‘Mark for Export’ Button
    • When the invoice has been received make sure to then “Mark it for Export”.
    • Once completed this transaction is finished.
     

    EDI Scenarios

    • There is a short delivery what to do?
    If the invoice quantity is more than the delivered quantity, check with the supplier that a credit will be issued, if so match the invoice quantity and raise a return against the short product.
    • There is an overcharge what to do?
    If the invoice quantity is more than the delivered quantity, check with the supplier that a credit will be issued; if so adjust the delivered value to match the invoice value. Raise a return against the adjustment product.
    • There is no invoice to match what do I do?
    Use the “Match” button. If there is still no associated invoice then contact the supplier.
    • What do to with credit notes?
    Use the “Match” button to match credits with returns.
     

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