asp - Disputing an EDI invoice

Owned by Ruth Mills
Last updated: May 21, 2019 by Liz Primrose (Deactivated)

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.

  1. Click on Authorise to open the Invoices Awaiting Approval box and to see the invoices

  2. Click on an invoice

  3. Click on Dispute at the bottom of the invoice

  4. This opens up a new box to be completed


  5. Select either quantity or pricing (new options can be added on request)

  6. Add notes to be sent to your supplier

  7. 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.

  8. Click Dispute (Cancel with cancel without processing the dispute)

  9. 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)

  10. The invoice will be flagged as disputed in the Invoices Awaiting Approval box by a red exclamation mark


  11. Hover over the red exclamation mark to see a summary of the dispute


  12. This invoice will stay there until the user approves it

  13. 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