Invoices are used to convey to your retailers how much you are charging them for the orders that you have fulfilled for them. There are several ways that you can get invoice data into Dsco. This guide is focused on entering Invoices manually through the Dsco portal.
Instead of reading this documentation article, if you'd prefer to see a walkthrough of this feature directly in the Dsco portal then click this link: Add an Invoice
There are several things you may need to understand with regards to how Dsco handles invoices. First, in order to create an Invoice, Dsco must already know about the order that you are creating the invoice for. This means that you cannot submit invoices for orders that cannot be found within Dsco. Second, only one invoice can be created per order.
Create a New Invoice
There are two ways to get to the form where you can create an invoice within Dsco.
Shipment information for an order can also be added at the same time as the invoice. Go here for more details on using an invoice to add shipment information to an order.
Step 1: Go to the order detail page for any order. You can get to the order detail page by searching for the order within the ALL ORDERS page, or by selecting the order number within any of the Order related pages.
Step 2: Select the Create Invoice button.
Step 1: Select INVOICES from the left side navigation bar.
Step 2: Select Create New Invoice.
Step 3: Enter the PO Number for which you wish to create the invoice and select NEXT.
Step 4: If the order searched for is capable of having an invoice created, the Create Invoice page will be displayed.
If the order is not capable of having an invoice created, a reason will be displayed.
If multiple orders are found based on the PO number provided, a list of those orders will be displayed with buttons that will allow you to create the invoice for the appropriate order.
Review the invoice file specifications by selecting the link below:
Only three fields are required to import an invoice in to Dsco: Invoice ID, PO Number, and Cost. These fields constitute the the bare-minimum data that Dsco requires in order to create an invoice.
Many retailers require more information in order for them to process your invoice, so other fields have been set as "Recommended". Dsco recommends filling out all of the recommended fields to ensure that there are no issues with your retailers submitting payment for the invoices you are creating.
Entering Invoice Details
The Invoice Info section is where you can enter the Invoice ID and the Invoice Date. Many retailers need the Seller ID and Seller Invoice # so it is recommended that you fill out those fields.
The Invoice ID is a unique identifier for this invoice. If you do not have an invoice ID, which is usually generated by your financial systems, then you may wish to use the PO number as the invoice ID.
The Seller ID is usually the identifier that your retailer has assigned to your supplier or supplier account within their systems. If you are unsure of what this ID might be, simply leave the field empty.
The Seller Invoice # is an identifier that the supplier's financial system may use to refer to the invoice internally, with the own supplier's systems. If you are unsure of what to enter, simply use the same identifier as the Invoice ID.
The Terms section is where you convey to the retailer how quickly they must pay the invoice. Some suppliers offer discounts to retailers who pay the invoice early. There are fields to allow the supplier to show the retailer what kind of discount they can receive if they submit payment before the discount date.
The Shipping section allows the supplier to explain to the retailer how the order was shipped.
If pertinent to the retailer, the Ship From information conveys to the retailer where the shipment was shipped "from". This information is almost always optional for all retailers.
The Ship To section allows the supplier to show where they shipped the order to. This should match the address information provided within the original purchase order. This is almost always optional for all retailers.
The Line Items section is where you can provide line-item specific information, such as the cost associated with each item that was shipped, along with the quantity that was shipped. Because there may be more than one shipment for the order, Dsco also allows you to enter item-specific shipment information. This information is usually optional but may be helpful to the retailer if provided.
The Charges section allows the supplier to list any additional charges that are being included in the invoice which could not be accounted for anywhere else within the invoice's various sections. This section should be used sparingly.
If used, please provide a Title for each charge so that the retailer knows what the extra charge is and why it is being included in the invoice.
The Fees section allows the supplier to provide amounts for Handling, Freight and Sales Tax.
The Invoice Total is where the supplier indicates the total amount that the supplier is charging the retailer for the given purchase order. This amount should be the sum of all other charges contained throughout the invoice.
Creating the Invoice
Once all desired information has been entered and you wish to submit the invoice to Dsco, select the Create Invoice button at the bottom of the page.
If Dsco detects that some recommended fields haven't been entered, the following warning will appear:
If you have entered everything you wish to enter, select Yes, save the Invoice as-is and Dsco will create the invoice.
If you wish to continue entering additional invoice information, select No, continue editing.