I had to reject an entire order, do I still need to invoice for it?
No, invoices only need to be sent for orders that are fulfilled and to be charged for.
How do I respond to a request for credit?
Once a Request for credit has been raised choose from ‘Agree’ or ‘Respond’ and complete accordingly. Once the request has been resolved a credit will need to be raised.
More information about this can be found here - P2P&I - Credit Requests and Credit Notes - and in our open training sessions.
What is a Default Nominal code/General Ledger code and how do I enter one?
A Default Nominal or GL code is the code that a buyer uses to identify which internal department should be charged for the purchase of a particular product. This could be Food, Drink, Consumables or Cleaning, for example.
This code can be obtained from the buyer and should be entered in column M (the 13th field) on the product line.
Why do I have to use the CSV format for Catalogues and what needs to go in each column?
Purchase to Pay needs all catalogues to be in the same format. This means that whatever method the buyer is using to access them can view all the relevant information.
See P2P&I - CSV Specification - Price Lists for more information. Fourth also holds weekly catalogue training sessions.
My customers order single units but I invoice them for total weight, how do I change what is on the invoice?
If a catalogue is set with separate orders, invoice units and prices, the option to invoice in different quantities and units will be presented. Otherwise the quantities and units can be adjusted manually on each product line.
More information can be found here - P2P&I - Invoices in Purchase to Pay - and in our open training sessions.
I sometimes take orders over the phone, do these still need to be entered into Purchase to Pay?
Yes, all transactions will need to be reflected on Purchase to Pay. This can be done from the options on the side bar menu under the ‘Confirmation Entry Screen.’
This function allows confirmations to be entered even when no order has been placed in Purchase to Pay.
I need to change the days I deliver to a particular site, how do I do this?
For small adjustments, the simplest way to adjust delivery days by site would be to ask the buyer to make the adjustment on their end. For wholesale changes a new delivery date file can be uploaded.
There are two types of file; a full or incremental update.
- A full update overwrites delivery days for every site for which a relationship is held, regardless of buyer
- An incremental update adds information to sites contained in the file
I am closing for a week at Christmas, how do I stop buyers from ordering for that period?
Non-working days can be uploaded as a file. See P2P&I - Delivery Logic - Non-Working Days for more information.