asp - Disputing an EDI invoice
Introduction
This document guides the user through the dispute process for EDI invoices. This is relevant for invoices being received electronically via integration with a supplier, through EDI Lite or via the invoice import route.
The dispute option is to be used to communicate a dispute with the supplier and to request a credit.
Assumptions
The supplier record has been set up with an EDI dispute contact
Where to find this
This applies to the Invoices Awaiting Approval box in Outlet > Finance > Purchasing
The box only appears when there is an invoice or credit note waiting to be approved by the user
Step-by-Step guide
Insert your steps.
- Click on Authorise to open the Invoices Awaiting Approval box and to see the invoices
- Click on an invoice
- Click on Dispute at the bottom of the invoice
- This opens up a new box to be completed
- Select either quantity or pricing (new options can be added on request)
- Add notes to be sent to your supplier
- Add any reference number etc you have, eg if you have been given a reference by the supplier on delivery, have an internal reference you wish to use etc.
- Click Dispute (Cancel with cancel without processing the dispute)
- An email will now be sent to the supplier detailing your dispute. A copy of the email is also sent to the user who has actioned the dispute in IndiCater (not to the user who raised the requisition if different)
- The invoice will be flagged as disputed in the Invoices Awaiting Approval box by a red exclamation mark
- Hover over the red exclamation mark to see a summary of the dispute
- This invoice will stay there until the user approves it
- Any additional communication with the supplier will be outside of IndiCater but if the supplier send through a credit note as a response to the dispute this will need to be approved in the same way