Approving or Disputing an EDI invoice

Owned by Ruth Mills
Last updated: Jun 06, 2023 by Natalie Jobson
3 min read

Introduction

Invoices or Credits  will need to be approved if they differ from the booked off amount (estimate) or they do not have a PO (Telesales order)

The dispute option is to be used to raise a dispute with the supplier about an invoice or credit note you have received electronically into IndiCater, ie via integration or EDI Lite. 

Assumptions

The supplier record has been set up with an EDI dispute contact

Where to find this

Outlet > Finance > Purchasing

The Invoice Awaiting Approval box only appears when there is an invoice or credit note waiting to be approved by the user

Step-by-Step guide

  1. In the Outlet, go to Finance, Purchasing and click on Authorise to open the Invoices Awaiting Approval box. If you don't see this box you don't have any invoices/credits to approve and therefore can't raise a dispute this way.


2. Click on the required invoice from your dashboard:



3. If you agree with the difference Click the first blue button 'Approve' . You will then be taken back to the list of invoices in the approval box.

If you do not agree with the difference Click on 'Dispute' the middle of the blue buttons at the bottom of the invoice/credit note


4. This opens up a new box to be completed

  • 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.
  • Select either quantity or pricing (new options can be added on request)
  • Add notes to be sent to your supplier
  • Click Dispute (Cancel will cancel without processing the dispute)

5. 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) You may be prevented from sending the dispute if the supplier record doesn't contain an email address for the EDI dispute contact. In this instance please contact your IndiCater gatekeeper or the IndiCater helpdesk.


6. Once the dispute has been sent, the invoice will be flagged as disputed in the Invoices Awaiting Approval box by a red exclamation mark



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


8. This invoice will stay there until the user approves it, which may be once a corresponding invoice or credit notes has been received to balance the dispute amount.