Introduction
The default method of transmitting supplier invoices to IndiCater for our mutual clients is by setting up an EDI integration with us, using the GS1 standard.
For suppliers unable to provide such an integration we have developed EDI Lite as an alternative, whereby you can view your customers' orders, send your customer updated information about the order being delivered via an ASN (Advanced Shipping Notice) and easily convert the orders to invoices.
Assumptions
You have access to the Supplier Portal
Where to find it
Use the URL: supplierportal.indicater.com
Step by Step Guide
Once you are logged into the Portal, you will land on the Homepage
From the menu bar on the left click on Orders. You will land on the Orders page
Choose your Customer from the Customers dropdown
Orders Today - this shows the number of orders placed today
Deliveries Today - this shows the number of orders due for delivery today
Deliveries Tomorrow - this shows the number of orders due for delivery tomorrow
Download Orders - click on this button if you would like to get a download of all the orders that are outstanding for delivery
The orders that have been completed are displayed and invoices can be created from them by clicking on the red button on the right. The page containing the order details will be displayed.
* Denotes a mandatory field
Purchase Order - This is the Purchase Order number
Invoice* - Enter your invoice number here
Date* - This defaults to the order's delivery date, but can be changed by clicking on the date line or on the calendar button
The details of the items on the order area listed and include Description, Code, Quantity, Unit Price, Net Amount and VAT Rate.
On the Quantity and Unit Price columns you can see up/down arrows which you can use to amend the values. You can also free type the values. Please note you will need to give a reason for making the amendment before you can submit the invoice.
In the example below, I have changed the quantity, notice a pen icon in a yellow box has appeared, you need to click on this and choose a reason for the change, from the options in the dropdown, then click on Close.
Your choice will be displayed on that line and the box will change to red identifying you have selected a reason.
Any changes you make are reflected in the Net Amount, Gross Amount and VAT Amount areas.
If all of your items have the same VAT Rate, click on the 'Apply VAT To All Items' button and select the required rate, it will be applied to all items.
If you need to add another line/s to the invoice, click on the '+ Add Invoice Line' button. You will see a line appear where you can add the details (see yellow line below). Add the item description and code (click into each column where the red lines are below), and the quantity, unit price and VAT rate. You will need to add a reason for this by clicking on the pen icon in the yellow box and choosing an option from the dropdown, then clicking on Close. The invoice totals will be updated to reflect the change. Once you are happy that the details are correct click on the 'Submit' button. You will see the invoice in the Invoices section.
Please note, if you have made amendments and the invoice value differs to the order value the invoice will most likely go for approval by the customer (most of our customers have a tolerance value set which requires the invoice to be approved if outside of the tolerance value, but not all).
Once the customer has approved the invoice it will be visible in the Invoices section.